Booking On Campus Venues

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Monash University Venues staff are friendly, flexible and professional who will assist you with all your event requirements from catering, equipment and audio visual equipment.

The following guide has been designed to assist you understand the booking process. For assistance and advice please contact Monash University Venues on 9905 3101

For more information, or to enquire about booking the Monash Conference Centre, call us on +61 3 9903 8000 or email us at
conferencecentre@monash.edu

Step 1

Step 1 : Check the venue availability (and type)

  • Review our Venues For Hire pages and contact our office for advice on which venue is most appropriate for your event including available dates and times
  • Submit your Booking Enquiry Form

FOR INTERNALS_ Monash University Staff are encouraged to use the MUTTS Booking Form to view venues and current availability and WRB to make a booking. Refer to Quick Links available on all main pages on Venue Hire website.

Step 2

Step 2 : Pencil in a booking (make a tentative booking)

  • A tentative booking will be held for two weeks while you confirm dates, costs and other details
  • Should we receive a request for your event date and time, we will contact you in the first instance and give you first option of confirming the date by returning signed Terms and Conditions.
Step 3

Step 3 : Obtain an estimate of charges

  • A Letter of Quote will be forwarded to you outlining an estimate of the total venue charges, including but not limited to room hire, set up fees, audio visual requirements and cleaning fees.
  • Please Note: your final invoice may vary from the estimate if additional requirements are added throughout the booking process and on the day of your event.
Step 4

Step 4 : Confirm your booking

  • To Confirm your booking you need to advise this office in writing and required to return signed Terms and Conditions and the completed Public Liability Form with a copy of your Certificate of Currency.
  • You will receive a booking confirmation in writing – please check the details are correct
Step 5

Step 5 : Confirm your equipment and catering requirements

Equipment

  • You need to advise this office at least 2 weeks prior to your event if you require audio visual equipment. Additional charges will be incurred.
  • If you require an AV technician on the day to assist you with your event, a minimum of 2 weeks' notice is required to ensure the availability of a staff member. Additional charges will be incurred.
  • If you are providing your own audio visual equipment, all electrical equipment brought onto campus must be Tested and Tagged with a current tag attached.

Catering

  • If catering is being provided at your event, you need to advise this office the name of your caterer to ensure all relevant food handling certificates and licences are forwarded to the MUV office.
  • If you are using an external contractor please be aware there are certain policies and procedures to be adhered to prior to any contractor coming onto Campus.
  • If you are providing your own catering, you need to contact Monash City Council on 9518 3539 to obtain the appropriate approvals.
  • If you are providing your own catering equipment, all electrical equipment brought onto campus must be Tested and Tagged with a  current tag attached.

Alcohol

  • If you are planning to serve and/or sell alcohol at this event, please advise this office at least 2 weeks prior to your event.  If you intend selling alcohol, either directly or indirectly (including via an event cover charge or ticket) a liquor licence must be obtained. This is available from Victorian Commission for Gambling and Liquor Regulation at www.vcglr.vic.gov.au. Activities which involve selling and/or serving of alcohol will incur additional charges for hire of security guards for the duration of an event, including bump in and bump out.
  • For all events where alcohol is served you need to nominate an event manager and provide this office with their name and contact number. They are responsible for overseeing the safe and responsible service of alcohol during the event.  They are not permitted to consume alcohol during the event.
  • If you are selling alcohol, you must apply for a Liquor Licence eight weeks before the event.

FOR INTERNALS_ Monash University Staff are encouraged to use the BEIMS eHelpdesk to organise furniture, additional bins and security. Refer to Quick Links on our home page.

Step 6

Step 6 : Other Considerations

Public liability

  • In order to comply with University insurance regulations hirers must obtain and keep current public liability insurance to cover a minimum of $10 million. We will require a copy of your Certificate of Currency with the completed Public Liability Assessment Form. Alternatively, this can also be arranged through the University for $50+GST and will provide $10 million public liability for your function. Payment can be made through our office via cheque, however the cheque is to be made payable to Monash University.
  • Internal hirers are covered under the University's public liability insurance

External contractors

If you are using an External Contractor please be aware that there are certain policies and procedures to be adhered to prior to any contractor coming onto Campus. Please advise this office at least 2 weeks prior to your event the NAME and TYPE of Contractor to ensure all relevant documentation and information is forwarded to you. All external contractors must complete an OHS and site-specific online contractor induction before providing their service.

Failure to complete an Induction will result in a cancellation of your event.

Bringing your own equipment

  • ALL electrical equipment bought onto campus must be "Tested and Tagged " with a current tag attached.
  • Hirers are not to interfere with audio-visual equipment and/or electrical points.