Guidelines
| What is the cancellation policy? |
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As per the Terms and Conditions, where written notification of your cancellation is received by the Venue Services Office less than twenty-one (21) days prior to the event the Hirer will incur the full room hire fee if the room/space is not re-booked by the Venue Services Office. |
| What if I need to change the date of my venue booking? |
If you need to change the date of your function, the Venue Services Team must receive your request in writing more than twenty-one (21) days than your event so the team can attempt to change dates and venues for you. |
| Will I be charged a fee if I need to change or cancel my event? |
If your event is less than twenty-one (21) days prior to the event you will incur the full room hire fee if the room/space is not re-booked. The University would attempt to roll over the event date or change the Venue, subject to availability. |
| Will I be charged a cancellation fee if I cancel some of the venues originally booked for my event? |
| No, you will only incur a cancellation fee if you have cancelled all venues previously booked for your event |
| If I can cancel my event will I receive my deposit back? |
If you are cancelling your event within twenty-one (21) days of your event the deposit will be transferred to a new date or applied to a new venue booking. |
| Can I run a course or activity at Monash Univerrsity similar to what Monash University offers? |
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No. Monash University does not allow courses or activities that conflict with the University's core business to be held at it's campuses. |
| Does Monash University hire out venues for parties? |
Yes. Monash University has access to a variety of function spaces and catering providers that can assist with your party arrangements. |
| Do you have suitable venues to hold a wedding, funeral, memorial services or baptism? |
| Yes. Monash University (Clayton) has a dedicated Religious Centre Building which houses a large Chapel and smaller Chapel that may hold baptisms, weddings, funerals and memorials for up to 400 people. We can also provide catered function spaces which can hold wedding receptions and gatherings after the service. |
| Are you able to offer accommodation for my conference delegates? |
| There is student accommodation located on or close to our campuses. However, availability will be dependent on the date of your event. Venue Services may also provide you with details on accommodation located near it's campuses. |
| I am not a Monash staff member or student, can I advertise and invite Monash Staff or/and Students to my event? |
| This will be dependent on the company/organisation, type and purpose of event you are proposing to hold on campus. Please notify your intention to advertise and invite the Monash community to your event via our office by calling +61 3 9905 3101. This is so that we can obtain approval by the relevant University area, if needed. |
| How do I arrange a tour of the campus venues, grounds and facilities? |
| You may arrange a tour of our campus, venues, and facilities with our Venue Services Team by calling +61 3 9905 3101 |
| Does Monash University have suitable venues available for hire for examination purposes? |
| Yes. We can provide spaces for examination purposes on our campuses. Availability of these exam venues will be dependent on the time of the year your exam needs to be scheduled |
| Is there a calendar or website listing Monash University events that the public may attend? |
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There is a Monash University Event Calendar for use by Internal Staff only. Please see weblink: Monash Events Calendar |
| I heard an event was being held at Monash University on the radio? How can I find which Monash University campus/venue it is located in? |
| You are welcome to contact our office for assistance with locating the event at our venue. Searching through the Monash University website may also provide you with details of the venue and building the event is being held in. |
| Can I use the Monash University name and logo in my Advertising? |
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| Users of Monash University premises or facilities must not include any reference of the University with any promotional sales or advertising without the express permission of the Vice Chancellor in writing, other than naming the venue of the activity. Please forward any requests to the Venue Services Office for approval prior to the printing or advertising of the event via Phone: +61 3 9905 3101. |
| Can I sell my product or service when hiring a venue? |
| Yes, you can if you are an external client hiring the venue for a launch or an event targeting your organisation's members only. However, you may not sell to the Monash community. |
| Do I need authorisation before coming onto campus to promote or market my product and/or service? |
| Yes. Please contact the Venue Services Office via Phone: +61 3 9905 3101 to submit your request. |
| How can I make my event sustainable? |
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Monash University is committed to taking climate action, reducing carbon emissions and transitioning towards a circular economy. We encourage all event organisers to read Monash’s Sustainable Events Guide to understand how your event can benefit from sustainability measures through waste, transport, catering, procurement and program curation. To make your event sustainable, we recommend focusing on key impact areas: ● Venue and Energy: Book a space that matches your expected attendee numbers to avoid energy waste on heating and cooling ● Procurement: Avoid giveaways and single-use decor and items like balloons, confetti or plastic glitter, which pollute our campus environment ● Waste: Ensure all purchased equipment and supplies can be reused or recycled in Monash University’s recycling system. Make sure to request adequate bins ahead of your event with ample notice ● Reusables: Switch to reusable cups and crockery. Reusables offer a wide range of benefits for your event. Not only do they significantly reduce waste, but they also encourage people to dine in, connect with others and stay longer at transient events, and in the long term can save on purchase costs of single-use items ● Catering: Request dietary preferences when collecting RSVPs to avoid overordering and prevent costly food waste. Opt for local, vegetarian or plant-based menu defaults to reduce your event's carbon footprint. How can I reduce our event’s waste impact? The best way to reduce waste is to avoid creating it in the first place. Start by investigating where you can minimise waste at the source, then reuse as many items as possible. For the remaining items you can’t reuse, ensure they are recycled correctly. Landfill disposal should always be your last resort. Tips to reduce waste: ● Switch to reusable cups and crockery, or opt for only cans and bottled beverages. ● Avoid all items in single-use packaging, including compostable packaging ● Go digital instead of printed materials. ● Consider alternatives to single-use party items such as face painting, costume props or reusable decorative materials. ● Opt for reusable, repairable and refillable items and equipment. ● Hire or borrow items and furniture instead of buying for one-off use. Small quantities of trestle tables and chairs are available for hire via Access BPD. Larger quantities need to be hired from external furniture companies. Does Monash have recycling guidelines for my event? Correct waste sorting is critical at Monash to prevent recycling streams from becoming contaminated and diverted to landfill. Internal bins have coloured stickers depicting which items can be placed in the bins. Legislation also requires certain waste types such as batteries and eWaste to be collected separately. Visit Mixed recycling and landfill for full advice on waste disposal. For common event materials, ensure event staff and attendees adhere to the accepted disposal: Commingle recycling:● Glass bottles, hard plastic bottles, tins and cans Landfill: ● Disposable cups including all take-away coffee cups, compostable packaging, bamboo cutlery and dirtied food containers Food waste: ● Leftover food Please note: Commonly used event items such as coffee cups, bio-plastics, paper towels, serviettes and compostable packaging must be placed in general waste. For high-traffic events, consider appointing a dedicated sustainability lead or utilising student volunteers to monitor bin stations and guide attendees on accurate waste disposal. Visit the Sustainable Events Guide for more ideas on reducing contamination. |
| Does Monash University have a reuse policy? |
| Monash University is proud to have a dedicated reuse centre which ensures resources are effectively utilised, reused and resourced when required. The reuse centre has large variety of second hand office furniture available. |
| What if I have VIPs at my event? |
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Please alert the Venue Services Team of your VIPs who are attending and/or presenting at your event, as there are protocols that need to be followed as per Monash University policy. |