EVENTS

BRING YOUR club community TOGETHER WITH EVENTS

HOW TO CREATE AN EVENT:

  1. Plan your event idea with your club team (remember to delegate!)
  2. Check the event type, and the requirements. Is it a green-light, orange-light or red-light event? 
  3. Submit an Event Request in Rubric within the required timeframe (use traffic light system – see below).
  4. Wait for UniClubs to review and approve.
  5. Once approved, promote and run your event.
  6. Keep receipts and records if you are applying for funding.

 

Events are a great way for your club to bring members together through networking, cultural celebrations & fun hangouts, build friendships and community, fundraise and provide student executives hands-on experience in planning, budgeting, promotion, and leadership.

 

Event Types - Traffic Lights

Green Light Events

Orange Light Events

Red Light Events

Must be submitted min 10 business days prior to the event date. Examples of these events includes on-campus BBQs, movie nights or meetings.

  • Under 30 attendees
  • On-campus
  • No risk assessment
  • Funding under $300
  • Requires approx. 1 week of promotion

 Must be submitted min 1 month prior to the event date.

Examples of these events includes bowling, beach visits, hikes.

  • 30-75 attendees
  • On-campus or off-campus
  • Risk Assessment
  • Funding over $300, under $1000
  • Requires approx. 2 weeks of promotion

 

 

Must be submitted min 2 months prior to the event date.

Examples of these events includes cruises, camps, End of Year balls and interstate/overseas travel.

  • 75+ attendees
  • Usually off-campus
  • Risk Assessment and Event Management Plan (EMP)
  • Funding over $1000
  • Requires approx. 1 month of promotion

Please note that these are the minimum time requirements. If you need more time for approval due to ticket sales, supplier invoicing, etc. please submit as early as possible. For any issues, please contact the UniClubs Team and we will accommodate your needs to the best of our ability – we have requests from over 100 clubs to get through! Your patience is appreciated.

 

[Find Risk Assessment & EMP forms here]

Event Approval

Your event must be approved by UniClubs to receive funding, have insurance covered by UniClubs and be officially supported by UOW Pulse & the University.

  • All club events must be approved by UniClubs before they can happen. All event requests must be submitted through Rubric.

Here are the TOP 5 reasons club events aren’t approved:

  1. Submitting too late (check timeframes below)
  2. Missing or incorrect Risk Assessment/EMP in application
  3. Missing or incorrect logos on promo images
  4. Incomplete budget breakdown
  5. Unfeasible or unreasonable requests

 

Plan early + follow the steps = smooth approval & successful event 

 

dig deeper

EVENTS FUNDING

In addition to Start-up, Training & Development, and Promotional funding, clubs can apply for Event Funding.

  • Event Funding supports specific event costs.

  • Applications are reviewed case by case.

  • All promotional material for funded events must include the UniClubs + SSAF logos.

Check the Funding page to see if your club is eligible and for more details.

WHAT EVENT FUNDING CAN COVER:

  • Catering & food (no alcohol)

  • Equipment

  • Entertainment & suppliers (e.g. DJs, performers)

  • Decorations (no balloons)

  • Venue hire

  • Security

  • Ticket or registration subsidies
WHAT EVENT FUNDING CANNOT COVER:

  • Alcohol

  • Cash prizes

  • Balloons

  • Gifts for suppliers or guest speakers

  • Direct payments for non-students (tickets, meals)

  • Gift cards that are:

    • Over $100

    • Redeemable for alcohol (e.g. Coles Myer & VISA cards)

    • Not connected to the event/competition

  • Support to political parties

GREEN LIGHT EVENTS

Orange Light Events

Red Light Events

Funding under $300 must be submitted min. 10 business days prior to the event date.


This funding requires a Budget Breakdown.

Funding over $300, but under $1000, must be submitted min. 1 month prior to the event date.

 

This funding requires a Budget Breakdown.

Funding over $1000 must be submitted min. 2 months prior to the event date.

 

This funding requires an Event Management Plan and a meeting to be booked with the UniClubs Coordinator. It then goes through an additional approval through UniClubs management.

💡TIP: for ticketed events, we recommend that your events breakeven before UniClubs funding is added, so you can gain revenue for your next events. Selling merch and receiving sponsorships is highly encouraged! Being not-for-profit doesn’t mean no profit, it means the profit is generated back into the club to benefit your members.

SPECIAL RULES FOR SPORTING EVENTS:

Any sports event, even on campus and under 30 attendees, whether it is a reoccurring event or a once off – it is still considered high risk.

 

This means a Risk Assessment is always required.

 

For your club’s first sports event:

  • Submit at least 1 month before the event date.

  • Book a meeting with the UniClubs Coordinator or a UniActive staff member to discuss safety and logistics.

For weekly or repeating sport events:

  • If nothing changes → reuse the original risk assessment and submit as a Green Light event.

  • If something changes (e.g., moving from on-campus to off-campus) → submit a new Risk Assessment and apply as an Orange Light event.

STEP 1 – FILL OUT REQUIRED DOCUMENTS:

  • Check the document requirements for your event (i.e. orange light, red light & sporting events need Risk Assessments)

  • Create your event’s promotional banner for Rubric
STEP 2 – SUBMIT EVENT REQUEST:

Log into Rubric, and submit your Event Request form

  • You must submit your Event Request before the funding request

  • Make sure all requirements are fufilled
STEP 2 – SUBMIT FUNDING REQUEST:

If your event requires, complete the Funding Request form in Rubric.

Include either:

  • Budget Breakdown for funding under $1000, or
  • Event Management Plan (EMP) for funding over $1000

 For full details on the funding process, see [Funding Page].

STEP 3 – MAKE PURCHASES AND SELL TICKETS:

Once your event is approved, you may sell tickets and purchase approved items.

  • Tickets can be sold before funding approval, but it’s safer to wait until funding is confirmed.

STEP 4 – PROMOTE YOUR EVENT

Notify your members of your event!

  • Make a post/announcement on your club’s social platform (i.e. Instagram post or Facebook notice)
  • Utilise social channels available to advertise (make sure to tag the @uowpulse_uniclubs account!)
STEP 5 – WRAP UP

Make sure:

  • Receipts related to event are submitted via Rubric
  • Any incidents occurred are reported to UOW Pulse/SARC
  • Collect event feedback from members
REQUIREMENTS FOR ALL EVENTS:

Every event request must include:

  • Event name, date, time, and location
  • A promotional image with the UniClubs & SSAF logo
  • Room and equipment needs (if required)
EXTRA REQUIREMENTS FOR ORANGE-LIGHT AND RED-LIGHT EVENTS:

In addition to the above, you must also upload:

  • Risk Assessment (safety check form)
  • Event Management Plan (EMP) (a detailed plan for larger events)
EVENT PROMOTION:

Promotion = how you get people to attend your event.

WAYS TO PROMOTE YOUR EVENT:

  • Rubric event page → Share the official link (includes tickets/registrations).

  • Social media → Post on your club’s own channels.

  • Posters → Put them on campus noticeboards, including the UniClubs Noticeboard (Building 11, Student Lounge).

  • Stalls & flyers → Set up a stall on campus to promote your event in person.

SOCIAL MEDIA AND UNICLUBS:
EVENT DESIGN TIPS:

When advertising your event, make sure the design is:

  • Clear → shows date, time, and location

  • Easy to read → simple fonts, good contrast

  • Inclusive & accessible → welcoming language, accessible colours and images

  • Transparent → prices and catering options shown

LOGOS AND BRANDING:

UniClubs Logo

  • Must be on all club promotional materials, even if not funded.

  • Includes: posters, uniforms, merchandise, social media, etc.

SSAF Logo

  • Must be included if the event or item is funded by UniClubs

Both logos can be downloaded under [Templates] on the UniClubs website.

CORRECT USE OF LOGOS:

  • Follow the UniClubs Logo Policy → shows what is acceptable and what is not.

  • Logos must not be stretched, recoloured, or changed.

USING THE UOW LOGO:

  • The UOW logo can only be used if UOW is a direct partner or sponsor of your event.

  • Do not use the UOW logo on general club promotions.

WHEN TO PROMOTE YOUR EVENT:

Events must not be promoted until they are approved by UniClubs.

 

Always follow the Event Submission Timeframes. 

 

If you need more time, submit your Event Request early.

WORK BACKWARDS FROM YOUR EVENT DATE:

 Here’s how to plan:

  1. Event Date → e.g. 30 Nov

  2. Ticket/Registration Close → e.g. 1 week before = 23 Nov

  3. Promotion Period → e.g. start promoting 2 weeks before = 9 Nov

  4. Event Request Submission → e.g. submit by 26 Oct (10 business days before promotion starts)

This ensures your event is approved before you start promoting it.

EVENTS WITH MINORS (UNDER 18YEARS OLD):

If your event involves anyone under the age of 18, you must:

  1. Submit a Working with Children’s Check (WWCC) for every club executive who will attend.

  2. If a club executive needs to apply for the WWCC, they are available online through Service NSW. 

  3. It is free for volunteers – Club Executives are classified as volunteers.

[Apply for a WWCC – Service NSW]

EVENTS WITH FOOD PREPARATION:

 If your club is preparing or cooking food at an event, you must:

  1. Submit at least one Safe Food Handling certificate from an attending club executive.

  2. The certificate can be obtained through the Food Handler Basics training, a free online course from the NSW Food Authority.

[Complete the Food Handler Basics Training – NSW Food Authority]

WHAT IS A HAZARDOUS MANUAL TASK?

Events can be very hands-on. To keep everyone safe, please follow safe manual handling guidelines to avoid injury.

 Any task that involves:

  • Lifting

  • Lowering

  • Carrying

  • Pushing

  • Pulling

  • Holding

  • Restraining

Example: moving chairs/tables, carrying boxes of food, setting up heavy equipment.

Training & Resources

  • Students can complete the Hazardous Manual Task Awareness Training on Moodle.

  • You can also find guidelines and resources on the [UOW Website].

These resources will help you:

    • Understand safe lifting and carrying techniques

    • Identify risky tasks

    • Add and manage these risks in your event Risk Assessment

INCLUSIVE & RESPECTFUL EVENTS:

Clubs & Societies should always be inclusive and safe. Everyone should feel welcome at your events, no matter their gender, sexuality, religion, culture, age, or background.

 

TIP: When planning and advertising events, always ask: “Will everyone feel comfortable here?”

REGISTRATION AND ACCESSIBILITY NEEDS:

The best way to prepare is to collect event registrations through Rubric.
You can add questions to tickets/registration forms to ask about:

  • Dietary needs

  • Accessibility requirements

  • Pronouns

  • Other support needs

This helps you choose the right venue, catering, and activities.

 

Not all spaces and communication styles work for everyone. When planning, consider:

  • Venue & Transport → Is it wheelchair accessible? Is there a hearing loop?

  • Presentations & Speakers → Can you add closed captions? Do you need an interpreter?

  • Quiet Spaces → Provide a calm space for neurodiverse attendees or anyone needing a break.

  • Activities → Offer low/medium/high intensity options, so everyone can join at their own level.

For support on hosting accessible events, contact Safe and Respectful Communities (SARC):

Phone: 4221 3344

Email: uow-sarc@uow.edu.au

 

SEXUALITY AND GENDER DIVERSITY:

Clubs and Societies events should respect and celebrate members of the LGBTQIA+ community. 

 RELIGION AND CULTRE

  • Check if your event date overlaps with religious/cultural events.

  • Provide inclusive food options (e.g., vegetarian, halal, kosher).

  • For cultural events, use authentic suppliers where possible.

At UOW Wollongong Campus, we acknowledge that we learn and gather on Dharawal Country.

  • Open events with an Acknowledgement of Country or invite a community member to conduct a Welcome to Country.

  • To learn more, contact the Woolyungah Indigenous Centre (WIC):

Phone: (02) 4221 3776

Email: wic-ss@uow.edu.au

SUSTAINABILITY AT CLUB EVENTS:

UOW Pulse is committed to protecting the environment and supporting our community. We encourage all clubs to do the same. Please do not use single use plastics where possible, avoid balloons and ordering from websites such as Temu, AliExpress and Shein.

 

[See UOW Pulse’s Sustainability Commitments] for ideas and inspiration.

 

FUNDING AND THE ENVIRONMENT:

Your funding request may be returned for editing if there are more eco-friendly options available.

 

Please consider:

Plastic water bottles 

    • Does the venue have drinking taps?

    • Encourage attendees to bring reusable bottles and coffee cups.

Waste management 

    • Check if the venue has bins for general waste, recycling, and food waste.

    • Remind attendees to use them properly.

    • If not, bring bins and remove waste after your event.

Overconsumption

    • Order food and drinks based on your expected attendee numbers.

    • Avoid excess waste by not over-ordering.

Event FAQ:

Do we need UniClubs approval for all events?

Yes. Every event must be approved through Rubric before it happens. Without approval, the event will not receive funding or be covered by UniClubs insurance.

It depends on the event type:

  • Green Light → at least 10 business days before
  • Orange Light → at least 1 month before
  • Red Light → at least 2 months before

All events must include:

  • Event name, date, time, location
  • Promotional image with UniClubs logo (and SSAF logo if funded)
  • Room and equipment requirements (if any)
  • Submitting too late (not meeting Green/Orange/Red deadlines)
  • Missing Risk Assessment or EMP
  • Promotional material without UniClubs/SSAF logos
  • Budgets submitted as receipts instead of breakdowns
  • Not considering safety (manual handling, food safety, under-18s)

No. Events must not be promoted until UniClubs approval is confirmed. Always work backwards from your event date to allow enough time for approval and promotion.

No. Funding is case-by-case. You can apply for event costs such as catering, equipment, entertainment, decorations, and venue hire — but not alcohol, balloons, cash prizes, or gifts.

A Risk Assessment is a form where you identify possible risks (e.g., injury, weather, equipment issues) and explain how you will manage them. It is required for Orange and Red Light events, and for all sports events.

Even small on-campus sports are considered high risk due to potential injuries. The first event must be submitted 1 month in advance. After approval, weekly repeats can be submitted as Green Light (if nothing changes) or Orange Light (if something changes, like moving off-campus).

An EMP is a detailed event plan required for Red Light events and larger Orange events. It explains logistics such as venue setup, safety, roles, and emergency procedures.

Yes! In fact, collaboration is encouraged. It allows you to share costs, reach more students, and apply for higher funding.

You must submit a Working With Children’s Check (WWCC) for every attending executive. WWCCs are free for volunteers via Service NSW.

At least one attending executive must hold a Safe Food Handling certificate (free training from NSW Food Authority). See Catering & Food Safety for details.

Collect registrations through Rubric and ask about:

  • Dietary needs
  • Accessibility requirements
  • Pronouns

This helps you plan food, venues, and activities that are welcoming for everyone.

Yes, but this is included when you get UniClubs approval. Without approval, your event is not covered