Information and guidelines about booking a venue

When booking University space you agree to the facilities hire conditions (PDF). 

View information regarding facilities and services on campus.

If catering is required, it is the responsibility of the event organiser to order directly through one of the following onsite caterers:

• Café Alere
• Grind & Press
• Café Bon Voyage
• Toly Vietnamese
• Subway

Alternatively, you can use a caterer of your choice. If they are not a Flinders University registered caterer, they will be restricted to drop off and pick up service only due to work, health and safety requirements. Refer to registered contractor list for more information.

Please ensure you remove any leftover food or drinks at the conclusion of your event.

If your caterer is Grind & Press, please return all catering supplies to them at the conclusion of your event.

Self-catering

Should you wish to provide your own catering this is also permitted. 

To book a portable BBQ please submit a request. Note: if you are a student, venue hire staff will submit on your behalf. BBQ catering packages can be purchased from Café Alere.

Alternatively, fixed BBQs are located at:

• The Terrace
  
• Biological Sciences (grassed area)
• Sturt Western Courtyard

To book courtyards please contact webroombookings@flinders.edu.au.

Please ensure you adhere to BBQ safety guidelines (PDF).  

Flinders staff

If you are serving alcohol, please complete the University Liquor Permit Application (PDF). It is the organiser’s responsibility to ensure that the correct permit is in place. 

Flinders branded items

To book University branded items such as pull-up banners, tablecloths and/or 3m x 3m marquee please contact the Office of Communication, Marketing and Engagement at events@flinders.edu.au

Trestle tables

If you are a staff member you can book trestle tables for your event by raising a Service One request. If you are a student please see your College support staff or registered student groups should see FUSA to raise a Service One request on your behalf.

Equipment hire

If you require additional event equipment (ie marquees, staging, furniture or other) please contact any of the current University registered contractors (recommended for Plaza events):

• Renniks
• Wavals
• Atlas Party Hire
• Festival Hire (White Marquee)

For a full list of contractors, please refer to our registered contractor list (PDF).

Important note for Flinders staff: please ensure you adhere to Flinders University Purchasing Policy (section 2.2 – selecting a supplier) when selecting your supplier.

To arrange caretaking services such as room or furniture set-ups and operable wall movements please submit a Service One request.

Contact digitalscreens@flinders.edu.au for approvals, pre-programming and content uploads.

Staff and students

Wireless internet access is available for Flinders staff and students by connecting to ‘eduroam’ network (FAN and password required).

Internal event

Find out how to organise wireless interest access for external guests.

Internal bookings

Request event support.

General information

Our AV support team can act as duty technicians during business hours (9am-5pm). This also includes quote revisions and preliminary meetings with external AV suppliers.

Current University registered external AV suppliers (recommended for Plaza events):

• Scene Change
• Staging Connections
• Novatech

For a full list of contractors, please refer to our registered contractor list.

Important note for Flinders staff: please ensure you adhere to Flinders University Purchasing Policy (section 2.2 – selecting a supplier) when selecting your AV supplier.

After hours and weekend AV support

If your event is afterhours or on the weekend, it is recommended you organise an AV staff member to support your event. 

Please contact IDS service desk to make arrangements. 

Loading and unloading for Plaza events (map ref. H9) is available via Lake Road (map ref. C7). To access this road, proceed to boom gate located on Engineering Road (map ref. A7). On arrival please contact Flinders Security on 8201 2880 to open the gate. Contractors undertaking work on site must complete the contractor induction and sign in at Buildings and Property Operations office (map ref. B10). Please note that access is prohibited between 12pm and 2pm Monday to Friday.

Alternatively, loading bays are located behind Professional Services Buildings (map ref. J10) and Carpark 5 (map ref. H7).

View the campus map for map reference locations (PDF).

Irrigation for Plaza lawns runs from 10pm during spring, summer and early autumn. If your event requires irrigation to be shut down for a period of time (2 days maximum) please contact maintenance staff on (08) 8201 2733.  Please note that irrigation is not scheduled during cooler months.

Please avoid driving on the Plaza lawns as this can cause damage to irrigation system. This includes cars, trucks and forklifts. Wherever possible, unloading should take place on nearby hard surfaces.

If your event set-up requires reinforcement into the ground (ie stakes for a marquee) please consult with grounds staff to avoid causing damage to irrigation system.

For long-term events, and wherever possible, please rotate equipment every few days to prevent damage to lawn.     

For further information please contact Maintenance on (08) 8201 2733.

Lighting

Lighting for Hub (internally) and Plaza (externally) can be programmed depending on your event and lighting effect desired. Please contact maintenance@flinders.edu.au to arrange programming. 

Electrical

Please ensure the following when setting up your event:

• All electrical equipment has been tested and tagged
• Cables are kept out of weather and off the ground (externally)
• Cable covers are provided to avoid trip hazards
• Loading on power circuits is limited to avoid overload trips. Heavy load appliances should be limited to one per circuit. Note: chargers, laptops, display TVs and lighting are generally safe.

For larger events, please contact maintenance@flinders.edu.au to confirm requirements with Flinders electricians.

Cleaning for Plaza, Hub, Studios and Terrace takes place between 6am and 10am Monday to Friday. If extra cleaning is required outside these times, please contact campusservices@flinders.edu.au. Note: additional charges may apply.  

Security officers are available 24-hours a day via the hotline telephones around campus or by calling (08) 8201 2880. For emergencies call 000 and notify security as soon as possible.  

View information regarding building access. Note: for studio bookings, PSB Concierge will arrange on your behalf. 

Walkways and public areas, including emergency exits, are to remain clear at all times.

For studio bookings, PSB Concierge will arrange on your behalf. 

Cleaning

Extra cleaning may be required for afterhours bookings. Please contact campusservices@flinders.edu.au to make a request.

Security

Information regarding car parking.

View information regarding public transport to Flinders University.

• Event safety: Note: Depending on the scale and nature of your event, an event safety checklist may be required
• Emergency evacuation
• First aid procedures: Note: If your event is outside business hours, you may need to make alternate arrangements
• Contractor safety and registration
• Accidents, injuries or incidents: Note: please submit incident reports via FlinSafe portal
• Food safety
• Amusement structures: Please contact whs@flinders.edu.au for more information.
• BBQ safety guidelines

More information about work, health and safety.

As the event coordinator it is your responsibility to notify relevant areas of potential disruptions, such as noise or access restrictions, and work with stakeholders to make adjustments to your event where required.    

To view bookings in nearby facilities please visit the timetable viewer or contact Timetabling Services at timetabling.services@flinders.edu.au

Plaza/Hub/Laneway bookings:

• Library – library@flinders.edu.au
• College of Humanities, Arts and Social Sciences – HASSenquiries@flinders.edu.au
• FUSA – fusa@flinders.edu.au
• Flinders Connect – flindersconnect@flinders.edu.au
• Evans + Ayers for retail vendors – evansayers@evansayers.com.au

Terrace bookings:

• Office of the Vice-Chancellor - eavc@flinders.edu.au

Sturt bookings:

• Flinders Pantry + Café - info@flinderspantrycafe.com.au

Please ensure the space is returned to a presentable condition in preparation for the next user.    

We reserve the right to change or make corrections to these ‘terms and conditions’ and any of the information provided on this document at any time and without any prior notice at our sole discretion.

Flinders University reserves the right to reallocate any event to an alternative room, or to cancel any booking at any time if it disrupts the University's core business of teaching in accordance with room booking principles.