Run an Event

From pub crawls to bake sales, running an event is your chance to contribute to lively campus culture. They are also a great way to raise your club’s exposure and raise funds for the running of your club.

 If you need any assistance organising your event, please contact our Clubs Team at or book an event consultation here

Organise an Event  

‘Event’ is an umbrella term to describe any type of activity, meeting or gathering of the club. Both on and off-campus events must be registered with USASA for insurance purposes.

On-Campus Events Process

Booking a space on-campus

At least 7 days prior to the date of your booking:

  1. Submit your function and facility hire form request here
    • Under ‘Approval Details’ the form asks ‘Do you have the authority to approve this request?’, select ‘yes’
    • FM will process your request and contact USASA for approval

Food and Equipment Hire

If you will have food or would like to hire equipment:

  1. Log into the USASA website
  2. Select the settings button on the top right of the page
  3. Select your club’s name in the dropdown
  4. Select ‘Activities’, then ‘All activities’
  5. Select ‘New activity, complete the form and ‘save and submit'
  6. Complete the ‘Food & Safety’ form, and the ‘On Campus Equipment Hire’ forms

USASA staff will be in touch to confirm your equipment hire.

Hiring UniSA Sports Centres

The University of South Australia has a range of sporting facilities available for hire at Magill, Mawson Lakes and City West campuses.

Click here to find out more about what is available.

Off-Campus Events Process

At least 7 days prior to the date of your booking:

  1. Log into the USASA website
  2. Select the setting button on the top right of screen
  3. Select your club’s name in the dropdown
  4. Select ‘Activities’, then ‘All activities’
  5. Select ‘New activity’, complete the form and ‘save and submit’
  6. Complete the ‘Food & Safety’ form, and the ‘Off Campus Activities’ from

USASA staff will assess your submission and use the Activities dashboard to respond.

Hiring Equipment 

USASA has a wide range of equipment available for hire available to USASA Clubs for free or at low cost. Details on how to hire equipment and a list of available equipment are provided below.

Equipment can be hired using the event booking procedures outlined above.

Equipment available for hire includes:

  • Marquees
  • PA, microphones etc
  • iPads and Square Card Readers
  • Giant Jenga
  • Trollies
  • Portable BBQ (City West only)
  • Built-in BBQ (Mawson Lakes, Magill and City East Campuses)

The university also offers equipment for hire with a space booking – if you would like the University to supply trestle tables, please note this in your booking request.

If you think there is something missing from this list that multiple clubs could use, please email us with your suggestion. You never know, USASA may purchase this item!

Event Planning Tools

Planning events can be a daunting task, which is why we've come up with a handy guide, and a bunch of planning tools to step you through the process:

The USASA Clubs team has a combined 10 years of experience assisting clubs run events and also running training conferences, campus fairs and awards nights. If you would like to sit down with the Clubs team to discuss your planned event/get any advice you can book an event consultation here.

Risk Assessment

A large part of planning any event is thinking about all the things that could go wrong and how you'll plan to reduce the risks.

USASA recommends completing a risk assessment in the planning process of every club event. Completing a risk assessment is a requirement of some grant applications, where indicated in the application.

You can find a risk assessment template here.

Food and Alcohol on Campus 

Food safety training and/or a temporary liquor license must be arranged if food and/or alcohol are a part of your event.

Food Safety Training

Everybody involved in the food selling/serving process is required to complete mandatory Safe Food Handling training before any kind of food service. This includes everything from giving away cupcakes to cooking BBQs. You will be required to have a copy of your certificate on hand at any event where you are working with food.

The free online course and PDF certificate are available here.

Safe Food Training

Alcohol Guidelines

Where alcohol is to be consumed, a completed Application for Limited Licence form (Liquor Licensing Act 1997) must be submitted to FM Assist for authorisation by the relevant Campus Facilities Manager. Please be aware applications for a Limited Licence must be lodged with the Office of Consumer and Business Services Commissioner at least 14 days before the date of the function. A Limited Licence may not be required for functions where the alcohol is being provided by a licensed caterer/business. FM Assist staff will be able to advise.

A Limited Licence by the Office of the Liquor and Gambling Commissioner may stipulate security/crowd control as a requirement. The Campus Facilities Manager will assess the application and may also deem security/crowd control a necessity. If Security staff are required this will be arranged by FM Assist and the cost will be borne by the student group/applicant.

Under no circumstances can it be assumed that the University of South Australia Security staff can be used or referred to as crowd controllers for planned events/functions. 

T-Shirts/Pub Crawl Shirts & Additional Promotional Items

Take advantage of USASA's agreements with the following businesses to print and create promotional items for your club! 

If you are looking for some inspiration for your shirt designs, please view our Club's Facebook Page.

Additional Promo Items

Looking to order some awesome promotional items such as pens, lanyards, notebooks or stress balls, with your club branding on them? USASA work with Scooda Branded Merchandise Solutions and you can too.

Explore the range of options available;

  • Apparel
  • Pens, Novelty & Confectionary
  • Sport, Leisure & Lifestyle
  • Print Management, Banners & Display

Contact them directly at or explore the website here.


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The University of South Australia Student Association acknowledges the Kaurna, Boandik and Barngarla First Nations People as the traditional custodians of the unceded lands now home to the University of South Australia’s campuses in Adelaide, Mount Gambier and Whyalla. We respectfully acknowledge their Ancestors and Elders, past, present and emerging. We also acknowledge the Traditional Custodians and their Ancestors of the lands and waters across Australia. It was and always will be Aboriginal land.

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