Knowledge Base

You might have a fantastic idea for an event that you envision taking place off-campus, whether it’s a networking event, social gathering, or even a larger celebration. While it can be possible to host an event off-campus, there are several factors to consider, and it’s important to plan carefully.

What You Need to Know About Off-Campus Events

Availability of Resources: One of the key considerations when organising an off-campus event is the availability of the UMSU Events team and the casual staff required to run your event. We need to ensure that we have the necessary resources in place, including staff and coordination, to make your event successful. This means that the feasibility of off-campus events is often determined by the schedules of our events and casual teams, in addition to your event’s budget.

External Venue Availability: Another important factor is the availability of the external venue. Depending on the date and size of your event, securing a suitable venue can be a bit more challenging compared to on-campus events, so it’s essential to have flexibility and consider multiple options.

Budget Considerations: Off-campus events can sometimes have additional costs compared to those hosted on campus. Venues often charge for the space, and you may need to cover extra costs such as equipment hire, staffing, and transport. We’ll work with you to ensure your event stays within budget, but keep in mind that off-campus events can sometimes involve a higher financial commitment.

How We Can Help

If your off-campus event is feasible, we can tap into our trusted network of external contacts to help you secure the right venue and service providers. We have established relationships with a range of venues and external vendors that are experienced in hosting student events, and we can help coordinate these for you. Alternatively, if you prefer, you’re welcome to do some initial research on potential venues and come to us with a “wishlist” that fits your budget. We’ll then help you refine your options and handle the coordination from there.

Documentation and Coordination

For off-campus events, we still need to manage all the same documentation that would be required for on-campus events. This includes:

• Venue Contracts: We’ll take care of negotiating and finalising your venue contract, ensuring that all terms are clear and agreeable for both parties.
  

• Casual Staff Rosters: We will also coordinate with casual staff to ensure you have the right team in place for your event.
  

All the necessary paperwork, including insurance and risk assessments, will be handled by the UMSU Events team to ensure that your event complies with all legal and safety requirements.

Catering and Drinks

One of the key differences when organising an off-campus event is catering and drinks. Most external venues have their own set minimum spends, catering packages, with specific budgets designed to suit different needs. These packages may vary depending on the size of your event, the type of food and drink you require, and the venue’s policies.

If you would like assistance with negotiating these packages to get the best deal or ensure that the offerings match your event’s needs, let us know! We’re here to support you in finding a solution that fits both your budget and your vision.

The Bottom Line

Organising an off-campus event requires careful planning, flexibility, and clear communication. While it can be possible to host successful off-campus events, it’s important to work within the available resources, budget, and timeline. If you have an idea for an event, we’re here to help guide you through the process, connect you with the right venues, and handle the logistics to make sure everything runs smoothly.

For more information or to get started with planning your off-campus event, don’t hesitate to reach out to the UMSU Events team. We’re excited to help you bring your vision to life!