Booking Venues for Your Event

When it comes to organising an event, securing the right venue is key to making your event a success. Some venues on campus are available for you to book directly, such as UMSU rooms, lecture theatres, and certain outdoor spaces. These spaces are easy to reserve and are great options for smaller or more intimate events.

However, please note that venues like Market Hall and the Amphitheatre must always be booked through the UMSU Events team. These are high-demand spaces, and we handle the logistics to ensure everything runs smoothly for your event.

Venue Services and Coordination

In addition to booking your venue, there are important venue services that must be arranged through the UMSU Events team. These include essential services such as waste management, security, power, an cleaning. These services are crucial to the smooth running of your event and must be coordinated well in advance. To help you understand the costs involved, please refer to our Expense Matrix document here.

Booking Tips

  • Plan Ahead: Since all classes are now back on campus, the availability of rooms is limited. Please note that academic-related activities such as lectures and tutorials always take priority over event bookings, so it’s important to book your venue well in advance. Space is often tight, so the earlier you make your reservation, the better.

  • Identify Your Venue Needs: Knowing the purpose of your event will help you determine the right type of venue. For example, a meeting room might be perfect for a workshop, while Market Hall or an Amphitheatre would be better suited for larger gatherings. Be sure to have a contingency plan in place in case your first choice isn’t available.

  • Avoid Clashes: Before confirming your booking, make sure there are no conflicts with other UMSU events. Check the All UMSU calendar to ensure your event date doesn’t overlap with another major event that could impact your attendance.

  • Check Availability: Once you have a venue in mind, confirm its availability. It’s best to check with the UMSU Events team or through the booking system to ensure the venue is free on your desired date and time.

  • Provide Accurate Information: When making a booking, be sure to provide clear and accurate details about your event, including the date, time, event name, and your department. This helps avoid confusion and ensures your event runs smoothly.

  • Confirm Your Booking: Once your venue is secured, don’t forget to confirm it in your Teamwork project under the Venue Task section. This helps keep all the details in one place and ensures your booking is recorded.

By following these steps, you’ll be on track to secure the perfect venue for your event. Remember, early planning and coordination with the UMSU Events team are key to a successful booking process!

Room Booking Platforms


Unfortunately, there is not a single platform or process for the different venues and spaces around campus.  

Parkville Campus


Resource Booker


Building 168 meeting rooms and University Lecture spaces can be made directly through Resource Booker.  If you are having issues accessing or completing a booking, please speak to your friendly Info team, or email info@union.unimelb.edu.au.


Venue Hire


Venue Management is responsible for the booking service for shared Teaching Spaces, South Lawn areas(South Lawn - South Lawn bookable areas), some courtyards and barbecue spaces. Please note Venue Management is responsible for only booking shared teaching spaces on the Parkville Campus.

Please make sure you check the following online resources before you request a space:
  • Venue Hire Options: If you are not sure about which room will meet your expectations and needs, you can visit the venue hire website. Or if you are looking for a large lecture theatre for hire, please see the options here UoM-suggested-venues-for-events.docx
  • Online timetable:  Use the online timetable to search by subject, room or department. If the room that you want to book is free on the date and time you need it you can request the booking. Please note that you need to allow time for bump-in and bump-out, therefore 1hr booking is not enough to allow you to complete your event.
  • Outdoor spaces: A range of outdoor spaces such as lawn areas, courtyards and barbecues are available through venue management. Please make sure you check the space suitability for your event, including location, capacity, times available, and equipment before you request the booking.
  • Performing Arts venues: If you would like to book a venue at the Arts and Cultural building such as Union Theatre, Guild Theatre, Theatre Bar/Level 2 Foyer, get in touch with the Arts Programs Team.

Southbank Campus


ASIMUT

If you are a current FFAM student and would like to book a venue for your UMSU activity you can do it through ASIMUT. All bookings in teaching spaces may be impacted by changes to classes. Teaching requirements take precedence over all ad hoc bookings.


No FFAM students

If you would like to run an event at Southbank campus but you are not a FFAM student, first check the Online timetable. If the room is available, please send an email to fineartsmusic-venuehire@unimelb.edu.au with the following information:

  • Venue/Rooms name
  • Capacity
  • Date
  • Time bump in, event time, time bump out
  • Requirements: Please let us know if you need a space with projector, fixed chairs, tables, etc.

Non-bookable spaces

If the venue that you would like to book is a non-bookable space, meaning is not an option for you to select from, or you are not able to book it even though the space is available, you must contact the UMSU CME Events team. Please share with us the following information in the Venue task of your Teamwork project, we will make our best effort to get the space for you. However, please note that we can not guarantee a booking
  • Venue/Rooms name
  • Expected attendance
  • Date
  • Time bump in, event time, time bump out
  • Requirements: Please let us know if you need a space with projector, fixed chairs, tables, etc.

What to do if you Encounter Issues 

Despite following the above steps, you may still encounter issues when making venue bookings. In such cases, it is important to contact the Event team for assistance via Venue task in the Teamwork project. We can help resolve any issues and provide guidance – especially when the space you want is not recognised as a bookable space or standalone venue.  
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