Frequently Asked Questions
Here are some of the most frequently asked questions, these questions will help you with any doubts you encounter.
For more explanation on these or any other questions feel free to contact us.
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I want to serve alcohol at my event? If you are serving alcohol, you must obtain an appropriate Liquor Licence before the event and provide a copy of such Licence to the Venue Services Office prior to the commencement of your event.For More Information click here
What information do I need for my caterer to be inducted? You must ensure that the Caterer engaged is registered and licensed for the purpose of providing catering services at the event and forward copies of the Caterers Food Handlers Certificate and Liquor Licence to the Venue Services Office at least seven (7) days prior to the commencement of your event.What happens if I am not able to provide information on time? Failure to comply with the alcohol and catering requirements will result in your event being cancelled.Am I able to sell alcohol at my 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 at Consumer Affairs VictoriaCan anyone serve alcohol at my event? Event Managers must ensure that those responsible for serving alcohol at an event have completed training in Responsible Serving of Alcohol (current certification).Consumer Affairs Victoria runs courses in Responsible Serving of Alcohol (RSA).
What should I consider when serving alcohol at my event? Monash University recognises its responsibility to practice and promote behaviours that support the Responsible Service of Alcohol and encourage all events to consider the following:- Alcohol must not be provided to anyone who is, or appears to be, intoxicated or is under the legal drinking age of eighteen years
- High quality, non-alcoholic beverages should always be visibly available in adequate variety and supply
- Low alcohol beverages should be available
- Drinking water should be provided free of charge
- Adequate quantities and variety of foods should be made available at functions at which alcohol is served
- Alcohol should not be served for longer than 30 minutes before food is served
If I am serving alcohol do I require Security Guard(s)? Activities which involve selling and/or serving of alcohol may require 1 or more security officers. If security officers are required, they shall be persons nominated and employed by the University and the costs will be paid for by the hirer. -
Can I hire Audio Visual (AV) equipment from Monash University? Yes, you can hire AV equipment from Monash University. Additional charges may apply in addition to the venue hire charges. Any requests must be notified to the Venue Services Team with a minimum of two (2) weeks prior to your event in writing.Can I use my own AV equipment? Yes, you are able to bring your own AV equipment. All electrical equipment brought onto Campus must be currently Tested and Tagged with a current tag attached. It is essential that you advise Venue Services if you are bringing any additional electrical equipment as prior approval is required from the University.Can I hire the big screen on Northern Plaza to show a film? The Venues Services Team would need to advise if this possible once they receive your Venue Booing Request.How do I know which rooms have Audio Visual capabilities? The Venues Services Team are able to assist you with what Audio Visual each room has.How do I know which rooms have Zoom capabilities? The Venues Services Team are able to assist you with what Zoom Capabilities each room has.Does Monash offer hire and set up of furniture for events booked on each campus? If so, what type of furniture? Yes. Monash has contracted companies which assist with furniture delivery and set up in all our venues and campuses for events. You may also arrange for an external furniture hire supplier to provide furniture and set up for your event, if needed Do your venues have access to Commercial Kitchen Facilities? Yes, there are a couple of function spaces that have access to Commercial Kitchen Facilities, however, the majority of our venues do not. -
How do I make a booking? Internal and External bookings, please submit a Venue Booking RequestHow do I make a booking for the Chancellery Building? The best way to get in touch with us is via the Chancellery Enquiry FormI am a student how do I make a booking for myself and/or my club? Student and Club bookings, please submit a Venue Booking RequestBooking requests will not be actioned unless they are made in writing.
I have a question before I complete the booking form? The best way to get in touch with us is via email at venueservices@monash.edu.I am a Monash Staff Member will I be charged a venue hire if I book a venue on a Monash University Campus? It depends on your activity/event. If you are only booking on behalf of Monash University, not charging a registration fee and/or not booking for an external organisation, you will not incur a venue hire charge. How do I amend an existing booking? Requests for changes to existing bookings will not be actioned unless made in writing, quoting your reference number.How long will my tentative booking be held? A tentative booking for hiring a venue will not be held for more than fourteen (14) days unless previously negotiated with Venue Services. I am a staff member and know the room I want. How can I make the booking? Internal Clients Only can make ad hoc venue bookings via the University Venue Booking System, located on the homepage in Venues Quick Links.Do Monash University Faculties and/or Departments pay for booking a venue? There are venue hire fees incurred for events where there is a registration/ticketing fee incurred by the attendee and/or the public (external to the University) is attending/presenting at the event. I need to speak to someone about a venue? The best way to get in touch with the Venue Services Team is via email at venueservices@monash.edu or by calling +61 3 9905 3101 during business hours Monday to Friday 8.30am to 5.30pm.Can I make a booking over the phone? Booking requests will not be actioned unless they are made in writing. -
What is the cancellation policy? 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. -
Is catering available at all Monash University Campuses? Catering is available at all Monash University campuses by a variety of On Campus Caterers visit the Monash Food and Retail page to discover other great options Monash has on offer.Can you provide me with a Venue and Catering package for my event? No, we do not offer Venue and Catering packages combined, however, you may obtain an event Catering Quote via our onsite Caterers. How do I organise catering? Event catering is available at Monash University Campuses. The University has a range of on site Caterers on Campus.You can use one of the on site University Caterers or you can organise your own Caterer.
I want to use my own caterer is this possible? You can organise your own caterer (not applicable to the Monash Conference Centre).You must contact Venue Services email venueservices@monash.edu at least two weeks prior to your event for additional information and approval.
Where can I find healthy catering options for my event? At Monash University we encourage staff and students to make the healthy choice when buying food on campus.To assist please visit the Sustainable Catering page, you can also download the free Food Switch App.
What is the procedure to use an external caterer on campus? If you are using an external caterer please be aware that there are certain policies and procedures to be adhered to prior to any contractor coming onto campus.Please advise the Venue Services Office at least two (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.
How do I get my caterer inducted? Visit the Induction page.All external contractors must complete an OHS and site-specific online contractor induction before providing their service.
What happens if my external company does not complete all of the processes? Failure to complete the required forms or not participate in an induction will result in the cancellation of your event.I want to sell food at my event? If you are selling food, a Hot and Cold Food Permit will be required.You will need to contact the Monash City Council directly on +61 3 9518 3539 to apply for an Application for Registration of a Temporary Food Premises, at least 2 weeks in advance.
The Monash City Council will advise what is required regarding the serving of food and/or beverages for your function.
Do Venue Services need to see a copy on my Food Permit? Yes. A copy of your Food Permit must be forwarded to the Venue Services Office prior to the commencement of your event. All external caterers including their staff must complete the Monash University OHS and site specific online induction before providing their service on Clayton campus. Failure to comply with the above requirements will result in your event being cancelled. Who do I contact for Streatrader Registration and what will be required for Temporary and Mobile Food Premises? For Clayton campus you will need to contact the City of Monash directly on +61 3 9518 3555 and apply for an application for Registration of a Temporary Food Premises at least 3 weeks in advance.For Caulfield Campus you will need to contact the City of Glen Eira directly on +61 3 9524 3333 and apply for an application for Registration of a Temporary Food Premises at least 3 weeks in advance.
For Peninsula Campus you will need to contact the Frankston City Council directly on 1300 322 322 and apply for an application for Registration of a Temporary Food Premises at least 3 weeks in advance.
The local council will advise what is required regarding the serving of food and/or beverages for your function.What Public Liability Insurance does my external caterer require? They may require public liability cover to the value of $20 million.For my event can catering be consumed in the venue we have booked? No food or beverages are to be taken into teaching venues, and the venue must remain clean and tidy at all times. For further clarification contact the Venue Services Team.Am I able to bring a Food Truck on campus for my event? Yes. Mobile Food Vendors (including Food Trucks) may be brought onto campus for an event. The Mobile Food Vendor will only be able to set up their vehicle on grounds that have been allocated on the campus for this purpose. How much notice do you require for me to bring a food truck on campus? We require three (3) weeks notice as an application and online Registration and OHS Induction will need to be completed by the Mobile Food Vendor before coming onsite. -
Do you provide Cleaning supplies that we can use during and at the end of our event? Our venues, grounds and buildings are cleaned every morning. If you require a clean of the venue after your event we can arrange this for you. If there are any cleaning issues during your event please contact our office on +61 3 9905 3101 so that we may arrange a cleaner to assist with your cleaning requirement(s) promptly.How often do your venues and facilities get cleaned? Our Venues and Buildings are cleaned on a regular basis. Extra Cleaning may be arranged before and after your event at an additional cost. -
Has Monash University set up COVID-19 practices for the public coming onto campus for events? If so, where can I find them? Yes, Monash University has set up strict guidelines and protocols for coming onto campus and for events being held on all its campuses. Please see information regarding this via the Monash Website for COVID-19 Updates. -
Can I run a course or activity at Monash Univerrsity similar to what Monash University offers? 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 emailing venueservices@monash.edu. 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 emailing venueservices@monash.edu or Ph: +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? There is a Monash University Event Calendar for use by Internal Staff only.
Please see weblink: Monash Events CalendarI 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. -
Do I need Public Liability Insurance for my event? It is requested that all external hirers provide a certificate of currency for Public Liability Insurance for no less than $20 million. A copy of the policy must be provided to Venue Services at least two (2) weeks prior to the event.When do I need to provide a copy of my Public Liability Insurance? A copy of the policy must be provided to our office a minimum of two (2) weeks prior to your event.How much coverage do I need on my Public Liability Insurance for my event? $20 million Public Liability Insurance for your function.What if I do not have Public Liability Insurance? This can be arranged by our office. The cost is $70.00 plus GST per day and will provide you with $20 Million Public Liability Insurance for your function.How can I purchase Public Liability Insurance through Monash University? Upon request an invoice will be sent to you and payment can be made on receipt of the invoice.I am a staff member, do I need Public Liability for my event? If the event is of a personal nature and not related to the core activity of the employee, the event is not covered by Monash University Public Liability Insurance. Additional Public Liability Insurance will be required for the event. For further information please contact Venue Services. Who is responsible for ensuring that OHS protocols are in place for an event held at Monash University? The Event Organiser is responsible for ensuring that all OHS Regulations and Protocols are followed during the event and also that the OHS documentation required has been submitted and processed before commencement of the event. You may contact Venue Services directly for assistance on OHS procedures. -
How do I get my caterer inducted? Visit the Induction page.All external contractors must complete an OHS and site-specific online contractor induction before providing their service.
Who is responsible for ensuring that OHS protocols are in place for an event held at Monash University? The Event Organiser is responsible for ensuring that all OHS Regulations and Protocols are followed during the event and also that the OHS documentation required has been submitted and processed before commencement of the event. You may contact Venue Services directly for assistance on OHS procedures. -
Do I need to pay a deposit? The Venue Services Team has the discretion to waive the need for a deposit or call for a higher deposit up to the amount of the estimated hire and expense charges when the booking is made.If I do need to pay a deposit how much do I need to pay? A deposit of fifty percent (50%) of the venue hire shall be paid by the hirer within fourteen (14) days of the quotation documents being received.Do I need to pay in full for my booking when it is less than 21 days away? Yes, you will need to pay for the entire event estimate in advance.After my event how long do I have to pay my invoice? You are required to pay the balance of your invoice, including any additional charges, within twenty-one (21) days after the conclusion of your event.How can I pay for my event? A Tax Invoice will be sent to you with different payment options available for payment of your invoice.You can pay by cheque, corporate credit card or money order.When will I receive the invoice for my event? A Tax Invoice will be sent before or after the event, at the University's discretion. When do I need to pay for my event? It is the policy of Monash University that all accounts are settled in full (ten) 10 working days after the receipt of the invoice What if I need to dispute my invoice? Any dispute regarding your invoice must be notified to the Venue Services Team in writing at venueservices@monash.edu within seven (7) days of issue of the invoice. How long do I have to pay my invoice? It is the policy of Monash University that all accounts are settled in full ten (10) working days after the receipt of the invoice. Can I make a new booking if I have not yet paid for my last event? Future bookings may be refused to any societies, groups or companies who fail to pay their outstanding accounts promptly on request. Do you offer a Not For Profit discount on your venues? Yes. We have a discounted community rate on our venue hire which also covers not for profit organisations. -
Is there parking available? Yes, parking is available on all campuses. Parking restrictions apply all year, unless otherwise specified, and infringement notices will be issued to vehicles parked illegally.Please observe signs at all times whilst on campus.Where am I able to park on campus? For further details please refer to the Monash University website parking page for further information.Are Monash Campuses located close to Public Transport? Yes, further information can be found at https://www.monash.edu/people/transport-parking -
What are my responsibilities in the event of an emergency? Fire and emergency procedures, notices and evacuation floor plans are posted throughout university buildings.Delegates should familiarise themselves with the notices and plans for each building they occupy or visit.
Are there emergency telephones on the campuses? Emergency telephones are widely distributed in public access areas within buildings.These telephones may be used at any time to report emergencies or get assistance in the event of fire, personal injury, medical condition or other threatening situations.
Is Monash Security able to assist? Monash University Security provide a round-the-clock emergency support service which delegates may use at any time but the University seeks the support of all organisers and delegates in ensuring the emergency telephones and all other items of emergency equipment are used solely for their intended purpose.What do I do if I have an Emergency? In the case of an emergency and you have initially contacted either an Ambulance or the Police, Venue Services requests that you contact Monash University Security on +61 3 9905 3059 so they can work together with the emergency services.
you can save Monash Emergency Contacts in your phone before your event, for a quick access.Are there defibrillators located on campus? Yes, there are defibrillators located at all Monash University campuses. Do I need to supply any Risk Documents? The hirer, contractor or event organiser must complete a Job Safety Analysis and Risk Analysis when required by the University. This must be completed by the hirer or the hirer's employees, agents or subcontractors, as appropriate, within a reasonable time before the event.This is to ensure safety on-site at all times. -
Do I need permission to take photos or film/videos on campus? Yes, refer to Filming and Photography on campus for details and all requests must be submitted to the Venue Services Office by completing the Location Agreement (DOC 41KB). How much notice do I need to give if I want to take photos, or film on campus? To submit your film or photo shoot request we require at least three (3) weeks notice as certain documentation needs to be filled out for approval.Am I able to screen movies on campus? Monash has a Cinema located on it's Clayton Campus which may be hired for cinema/movie screenings by the public and Monash Community. What is Monash's Policy with Drones? If you wish to operate drones on the premises, please ensure you familarise yourself with the Drone Safety Management Procedure.
More information on drones and how to request permission to have one on-campus is available on Remote Piloted Aircraft webpage.
Other information regarding drones is available here.
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Can I use the Monash University name and logo in my Advertising? 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 and advertising material to the venueservices@monash.edu for approval prior to the printing or advertising of the event. 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 email on venueservices@monash.edu or Phone: +61 3 9905 3101 to submit your request.
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Do I need a security guard? Monash University requires security guards to be in attendance for all after hour and weekend events.Depending on the nature of the event, Venue Services will complete an assessment on a case by case basis.If security is required for my event is there a cost for this? If security is required, Monash Security shall nominate the guards who are employed by the University and the costs will be paid for the hirer. Can I employ my own security guard? When a security guard is required, they shall be a person(s) nominated and employed by the University. The costs will be paid for by the hirer. Please refer to Clause 12 of the Terms and Conditions.How long are security guards required for? Security guards are required to be in attendance at the venue for the duration of the event, including bump in and until the end of the vacate time of the event.If alcohol is consumed, multiple security officers must be in attendance. -
I am a student, how do I make a booking for myself and/or my club? Student and Club bookings, please submit a Venue Booking RequestBooking requests will not be actioned unless they are made in writing.I am part of a registered club and I have external contractors coming onto the Monash grounds. Will I be charged for this? Please email the Venue Services Team with details of what needs to be set up on Monash Grounds.If the venue has a kitchen, can we provide catering for our event? The Venue Services Team will be able to advise if a kitchen is close by to the proposed venue.If the venue has a kitchen, can we provide catering for our event? The Venue Services Team will be able to advise if a kitchen is close by to the proposed venue Is the Moot Court available for bookings? The Venue Services Team are able to check availability once they receive your General Enquiry Form from you. Is there a limit of how many rooms students & clubs are allowed to book for an event? Rooms available will be dependent on room availability and suitability for your event. I am part of registered Monash Student Club. Can I invite my family and friends to an event without the club being charged? No. Club events that have external people outside of Monash University attending, will be charged for their venue hire. How many venues is a Monash club or society allowed to book for an event? The number of venues that can be booked will be limited, due to venues required for academic purposes. I am a student. Can I book a piano room to play the piano on a weekly basis? Yes, you can book the piano room on a weekly basis. Please complete a Venue Booking Request. I am a student. How do I book a study space? Please submit a Venue Booking Request -
How can I make my event sustainable? View Monash sustainability page to understand Monash policy towards campus sustainabilityMonash has adopted the ditch disposable program and appreciate its adherence.
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? 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. -
How can I dispose of rubbish? Rubbish and recycling bins can be arranged for you. Please contact the Venue Services Team on +61 3 9905 3101 or via email venueservices@monash.edu.How can I make my event a "green" event? Monash University recognises its responsibility to practice and promote behaviours that support activities which contribute to environmental sustainability within the local, national and international community.The University is committed to providing sustainable events and activities, and we encourage you to read the attached information (located on our Home Page under Guidelines and Forms) and consider any ways in which you can assist in making your seminar a "Green" Event.
Does Monash has recycling guidelines for my event? At Monash we regard waste recycling of paramount important, to view tips on how you can recycle waste from your event read guidelines at Recycling and Waste Disposal.