2025 Guild O-Day Semester 1 Stall Application: Internal (Clubs & Departments)

Please refer to the package inclusions at the start of this form before making your selection below.

Please note that the Standard Trestle Package includes only the surface area of the table itself, as well as standing room directly behind the table. BYO marquees, shade tents, and/or equipment or activities requiring a larger floor space than this cannot be accommodated within this package option.

If you are keen to have access to power, erect a marquee, run activities / demonstrations that require floor space, or utilise a space larger than your allocated trestle table area (1.8m x 0.7m) - you will need to request an "Activation Space".

Please note that applications for activation spaces will be assessed on a strictly case-by-case basis. Activation spaces are extremely limited, and will be allocated at the Guild's discretion based on a wide range of logisitical factors, including event tone and theming, space availability, power availability, health and safety restrictions, traffic flow, event lyout, and contribution to the event as a whole.

Activation spaces will no be considered for stalls unable to supply and erect a marquee over their space. 

Requests to play music are subject to approval, and may be affected by the number of other stallholders playing music across the event as a whole. Successful stalls will be informed with their stall confirmation. Please also note that no power is available for trestle table packages, so only battery-operated devices may be used if this is the package you have selected.

2025 GUILD O-DAY TERMS & CONDITIONS

1. Booking & Payment Deadlines (External Applicants only) - Curtin Student Guild reserves the right to cancel your stall if payment is not received by the due date specified on the invoice.
2. Cancellation Policy (External Applicants only) - Curtin Student Guild will provide full refunds for any stall cancelled up to 14 business days prior to the event date. Stalls cancelled less than 14 business days prior to the event date will not be refunded (except as covered by clause 3), and must be paid in full. Furthermore, no refund will be issued to any stallholder who is refused entry as a result of being non-compliant with clause 7. Submission of the stallholder application form indicates acceptance of these terms.
3. Weather, Security and/or Public Health Implication - Guild O-Day goes ahead rain or shine. The event will be cancelled only in cases of extreme weather (i.e. severe storms), change to State Government advice regarding the COVID-19 pandemic (or other public health issue), or in response to a major security threat. The Curtin Student Guild will act in accordance to advice provided by Curtin Health and Safety, Curtin Safer Communities Team, Curtin Emergency Management and the WA State Government. An event cancellation will only occur should there be deemed to be an inherent risk to the safety of staff, stallholders and patrons at the event.
   1. Should Guild O-Day be cancelled prior to the event day, all stallholders will be notified by the Curtin Student Guild via email to the contacts provided within the stall application form, and stall fees (external applicants only) will be fully refunded within 28 business days.
   2. Should Guild O-Day be cancelled mid-event (that is, after the event has commenced) due to an immediate security, weather or public health threat, all stallholders will be notified in person by event staff. Vendors must follow the evacuation instructions given by the event organiser immediately and without delay. A partial refund (external applicants only) may be issued subject to specific circumstances, at the sole discretion of the Curtin Student Guild as the event organiser. A partial refund is not guaranteed.
4. Attendance - Attendance estimates are provided to the best of the organisers’ ability based on data from previous events, however the Curtin Student Guild provides no guarantee for minimum attendance numbers at the event. Attendance may be influenced by a range of factors, particularly the ongoing impacts of the COVID-19 pandemic to on-campus activity and attendance. Stall fees (for external applicants) will not be reduced or refunded in response to attendance numbers.
5. Stall Restrictions - Additional conditions / restrictions apply to particular stall categories and/or organisations, in accordance with the following guidelines:
   1. Religious Groups or Churches - The only groups/stalls of a religious nature permitted to attend Guild O-Day are Guild registered student clubs and societies.
   2. Political Groups or Parties - the only groups of a political nature permitted to attend Guild O-Day are Guild registered student clubs and societies.
   3. Ethical Concerns – Groups or organisations whose values significantly conflict with the values of the Curtin Student Guild and/or Curtin University, or whose objectives and/or practices are deemed not to be in the best interest of Curtin students, may be prohibited from attending the event.
   4. Previous Misconduct – Groups or organisations who have a known history of inappropriate conduct towards Guild or University staff and/or students will not be permitted to attend the event. Examples include, but are not limited to, verbal and/or physical abuse or harassment; rude or menacing behaviour; or prior disregard of policies, terms, and conditions.
   5. Animal Restrictions – No animals are permitted onsite at any given time, this includes pre, during and post event, unless written approval is sought and issued by Curtin Student Guild and/or Curtin University.
6. Health and Safety - All stalls must comply with health and safety standards. Risk assessments must be provided if so deemed by Curtin Health and Safety and/or Curtin Student Guild. Please clearly disclose all intended activities, set-up/infrastructure, layout, equipment/items, and giveaways for your stall within your application form, to allow us to assess your application accurately. It is the stallholder’s responsibility to stay home and not attend the event if feeling unwell, leave the event if symptoms develop, to keep hands and stall surfaces/equipment clean and sanitised throughout the day.
7. Food & Beverage Giveaways - No food or beverages are to be sold at the event - giveaways only (unless prior arrangements have been made with, and approved by, the event organisers). Due to local council food service restrictions and OH&S regulations, stallholders are also not permitted to supply any food or beverage unless it is pre-packaged, commercially purchased/manufactured, non-perishable, and individually sealed. All intended food or beverage to be distributed must be clearly outlined on the stallholder application form, and the Curtin Student Guild reserves the right to prohibit the sale/production of food and/or beverages at the event. If you wish to discuss food giveaways or sales beyond the parameters outlined above, please contact the event organiser prior to applying for a stall. Stallholders must follow advice provided by the event organiser on how food and beverage items should be safely distributed. Stallholders are solely accountable for resulting consequences from distribution of food and beverages at the event.
8. Electrical Equipment & Access to Power - Stallholders must inform the Guild of any intention to use electrical equipment, and clearly specify what equipment they plan to use. All electrical equipment brought to the event must be pre-tested and tagged for safety by a certified electrician. If equipment does not comply with the safety standards set by the Curtin Student Guild, stallholders will not be permitted to use that equipment. Power use may incur an additional fee. Access to power is strictly limited, not included in any discounts, and subject to availability.
9. Stallholder Responsibilities - Stallholders agree to abide by all Curtin University and Curtin Student Guild bylaws, statutes, and codes of conduct.
10. Equipment - Curtin Student Guild provides trestle tables only, and marquees if booked (external applicants only). It is the responsibility of the stallholder to arrange any other requirements needed for the stall (i.e. noticeboards, tagged extension cords, chairs, etc.), undertake the set-up and installation of these items on the day, and to disclose all items within their application form. Appropriate marquee weights (sandbags or water weights, pegs not permitted) must be supplied by the stallholder alongside the marquee itself when an activation package (BYO marquee) has been booked and approved. Any equipment provided to you by the Guild at the event should be given proper care at all times. Should equipment go missing or become damaged in any way, the responsible parties will be invoiced at full retail cost.
11. Bump In / Bump Out - Stallholders attempting to enter or exit the event outside the designated set-up and departure windows will be denied entry and no refund to stall fees (external applicants only) will be given.
12. Stall Placement - Stall locations are allocated at the sole discretion of the Curtin Student Guild, and specific locations cannot be selected by stallholders. Stall placement is made in consideration of numerous extensive logistical factors in respect to the event as a whole (including, but not limited to, access to power, access/egress routes, music/noise levels, type or tone of surrounding stalls, stall size and set up requirements, etc.).
13. Approvals - The Curtin Student Guild, as the event organiser, has the sole right to approve or deny stallholder applications. The Curtin Student Guild has the right to veto any stall and/or promotional activity that may not be in the spirit of the event, conflicts with the provision of other services, or for any other reason. There are a limited total number of stalls available at the event. In the case of maximum stall capacity being exceeded, the event organiser will select successful stalls in order of preference and based upon the overall value to students and the event as a whole. No preference or priority is given to stalls who apply early, all stalls are assessed equally provided their application has been submitted correctly prior to the application deadline.  Submission of this application does not constitute the Curtin Student Guild's acceptance of the application. Successful applications will be confirmed in writing by the Curtin Student Guild. Approvals are issued for, and only for, the organisation named within the stall application form, unless otherwise stipulated. Stall spaces are not transferrable to third parties, additional parties are not permitted to attend or be present at the stall unless explicitly approved by the event organiser prior to the event, and no activities are permitted at the stall outside of those disclosed within the application form, or otherwise approved by the event organiser.
14. Prohibited items – Stallholders must not sell, distribute, use or offer an item referring to alcohol abuse, drug use, violence or that are sexually explicit or suggestive in nature. If the Curtin Student Guild considers any item, good or material being distributed, sold, used or offered as unsuitable, objectionable or offensive, the stallholder must immediately remove it from the event and discontinue any future action with this item, good or material.
15. Liability (External Applicants only) - Stallholders must, at their own expense, effect and maintain for the duration of the event, a policy of Public Liability Insurance covering all loss, damage or injury to person or property (including death) caused by the stallholder or its employees or agents, and the amounts of all claims, damages, costs and expenses which may be paid, suffered or incurred by the Curtin Student Guild and Curtin University as aforesaid in respect to any loss, damage or injury (including death) in the minimum sum of ten million dollars ($10 000 000). I acknowledge and agree that The Curtin Student Guild and Curtin University will not be held liable or responsible in any manner whatsoever for any loss of damage (including but not limited to personal injury, consequential loss or any other form of indirect loss of damage) that I may incur or sustain in connection with or arising out of my participating at this event, at Curtin University premises. (Note: Guild-registered clubs and societies are covered under the Guild's existing public liability insurance, and do not require their own separate PLI.)

Acknowledgement and acceptance of terms and conditions:

"I confirm that I have read, understood and agree to the terms and conditions outlined above, and that I am authorised to enter into such an agreement of behalf of the business or organisation applying to attend the event."