Purpose:
The purpose of this form is to ensure every event that is run by the Student Club has been thoroughly considered and planned. As the subcommittees of the Student Club are responsible to the Executive (section 32 of the Janet Clarke Hall Student Club Constitution), every event planned by a subcommittee will be required to submit this to the Executive for approval (as well as Senior Staff).
Event proposals must be approved by the Executive and Senior Staff (usually the Deputy Principal or Dean of Studies) with ultimate discretion by the Principal.
Process:
This form will automate distributions of your proposal for review and approval.It will be sent to the Student Club VP for initial review and feedback. It will also be sent to Senior Staff for approval. Your proposal can be saved and/or ammended after intial submission as required before approval.
Event Coordinator / Main Contact:
The Event Coordinator is either the subcommittee coordinator or in their absence, an agent that they have nominated. In the case of the Student Club Executive it is the President and in their absence, the Vice-President.
Rationale:
The event must have a specific purpose and strive to be accessible and inclusive. If the event is a themed event there must also be a rationale for the theme. This is required as a larger perspective may uncover potential problems with the event rationale or the theme that could potentially offend members, member’s guests, College Staff or the public. The objective is to minimise or eliminate any offence that may be caused.
Roster for Bar shifts:
This is to ensure the bartenders and managers have a break to enjoy the event themselves. This is a safety concern as if a tired person is working behind the bar they can easily get injured or unknowingly breach the Act or the License.
Risk Assessment:
A risk assessment is required to ensure consideration of all potential risks have been discovered and action has been taken to reduce or eliminate the risk. This ensures the safety of the people attending the event and show due diligence has been exhibited.
Indicative Bar List:
This is an indication of what you propose to serve at your event. This should include numbers of how many standard drinks are in each serve of any alcoholic beverage you plan to serve. Please be as detailed as possible.
First Aid Officer
A member of the Student Club who has a valid First Aid Certificate who will be sober for the duration of the event and be willing and able to provide First Aid if necessary