A guide to planning your club events and activities in a safe and inclusive way.
All clubs are encouraged to participate in activities and events which make their clubs more attractive to current and potential members. We’ve put together a list of what you should be considering when planning your event.
- Understand the diverse student population at RMIT. Consider their interests, schedules, and preferences.
- Tailor your event to appeal to a wide range of students, from different faculties and backgrounds.
- You know your club better than anyone, try events that align with the core audience of your club.
- Book a venue early: Reserve a suitable room or outdoor space at least 4 weeks before the event. RMIT offers various outdoor spaces for hire across the Melbourne city, Bundoora, and Brunswick campuses.
- Consider factors like capacity, accessibility, and proximity to your target audience.
- RMIT security guards: For on-campus events, check if you need to book RMIT Security. Events that require additional security presence include the following:
- On-campus events with alcohol involved.
- Approved events that may have opposition.
- Risk management: All club events must complete the Club Event and Activity Risk Management Form and be approved before the event begins. Learn more about risk management for your club.
- Media consent: If you are planning on recording video, audio or taking pictures at a club event, you will need to notify attendees. See our information on media consent at clubs.
- Under 18s: Clubs that wish to open their membership and/or events to students under 18 years of age must meet our Under 18s and Child Safety requirements.
- Accessibility: Ensure your events are accessible to all students. Consider:
- Wheelchair access to venues.
- Clear signage and directions.
- Materials in accessible formats (e.g., large print, digital).
- Diverse event planning: Offer a mix of different events — workshops, performances, games, and discussions — to cater to different needs/interests (within the scope of your club).
- Explore the Inclusive Sports Handbook.
Ticket Pricing:
- Determine ticket prices based on your budget, expenses, and the perceived value of the event.
- Consider early-bird discounts or tiered pricing to incentivise purchases.
What’s Included:
- Clearly communicate what attendees get for their ticket price:
- Access to the event.
- Trip Itinerary (if applicable).
- Any additional perks (e.g., event merchandise, workshops).
Clear refund policy:
- Include refund information: State the refund policy prominently on the event page. For example:
- “Refunds will be granted up to 48 hours before the event commencement.”
- Be specific: Specify the conditions under which refunds are allowed (e.g., cancellation by the attendee, event rescheduling, etc.).
- See our information on creating a refund policy for your club.
Ticket purchasing:
- Early disclosure: Display the refund policy before members proceed to purchase tickets.
- Checkbox confirmation: Add a checkbox where attendees acknowledge and agree to the T&C, including the refund policy, during the ticket purchase process.
Use targeted marketing strategies to reach RMIT students effectively:
- Social Media: Leverage platforms like Instagram and Facebook. Create engaging posts, stories, and event teasers.
- RMIT club management system: Post event details on RMIT Student Life club administration site or any relevant forums.
- Posters and Flyers: Design visually appealing posters and distribute them across campus.
Engage early and often:
- Start promoting your event well in advance. Create anticipation and excitement.
- Regularly update your social media channels with event highlights, guest speakers, and behind-the-scenes glimpses.
Collaborate with other clubs:
- Partner with other RMIT clubs to cross-promote events. Attend their events and invite them to yours.
- Joint events can attract a larger audience and foster a sense of community.
Take a look at our information on our communication and promotion resource.
- Ensure your committee are friendly and approachable. They set the tone for attendees.
- Meeting new people can be daunting, encourage interaction among students. Icebreakers or group activities can help.
- Use sign-in sheets or digital check-ins to monitor attendance.
- Measure engagement through social media metrics, workshop participation, and post-event surveys.
- After the event, gather feedback from attendees. Use online surveys like Microsoft Forms or informal discussions.
- Reflect on what went well and areas for improvement. Apply these insights to future events.
- Acknowledge achievements during and after the event. Share photos, and highlights.
- Recognise the members that go out of their way to make your club better.
