Event Application Form

All forms mentioned in this application form can be downloaded and completed here:

Clubs & Societies Forms

Clubs & Societies Event Application

Name of Club/Society

Which campus are you based on?

Event Organiser

This will be the primary contact for the event booking

Event Organiser Name

Event Organiser Email Address

Event Organiser Contact Number

Event Organiser Student Number

Event Organiser Role/Position in Club or Society

Will you (event organiser) be at the event for its duration
Yes
No

About the Event

Title of Event

Purpose of the Event

Tell us about the Event

Date(s) of the Event Please note that recurring bookings (i.e. weekly workshops, monthly meetings, etc.) can be booked in a single event application form if all key aspects of the event remain otherwise unchanged, and times remain consistent. Simply provide the date range (start date and finish date) here, and clearly specify the day and frequency (i.e. Mondays, fortnightly).

Start Time of Event

Finish Time of Event

Expected number of attendees

Location of the Event

If you wish to make a room booking for this event, please fill out and upload Form 194 here

Will an entry fee be charged for this event?
Yes
No
Will food or drink be sold at the event?
Yes
No
Is the event location accessible to all?
Yes
No
Would you like JCUSA to market this activity via Facebook and/or Digital Media Screen (if available)?
Yes
No

If yes, you can upload artwork (flyer, poster, image) to be shared on Facebook here.

Would you like JCUSA to add this event to the Clubs and Societies Events calendar on the JCUSA Website?
Yes
No

Form 120 Club/Society WHS Risk Assessment

Has a mandatory Risk Assessment for this event using Form 120 Club/Society WHS Risk Assessment and if required, any subsequent risk assessments been completed?
Yes
No

Please complete and upload Form 120 Club/Society WHS Risk Assessment here

Will you be applying online to use any JCUSA equipment? e.g. BBQ, games etc.
Yes
No
Will you be bringing animals onto a JCU Campus?
Yes
No
If yes, please read JCU's Pets on Campus Policy and Procedures document

COVID-19 Information

All Executive Members must completed mandatory Form 324 COVID Induction and Form 323 COVID Infection Control Training. Please ensure a copy of the completion certificate is emailed to the General Manager [email protected]

Please list all Executive Members, their positions and the date they emailed their completion certificate to the General Manager

Please complete and upload Form 340 COVID Safe Event Checklist here

COVID Safe Events - Tick which type of event is to be held

Outdoor event with no dancing?
Yes
No
Not required: Contact tracing, Occupant density and COVID Safe Event Checklist is required.
Indoor Event (on a JCU Campus)
Yes
No
1. Must sign in via the Check in Qld app using the QR code that JCU has put up; 2. All events at indoor spaces must operate under the COVID Safe Event Checklist (Form 340). 3. May operate the person per square metre occupant density rule or 100 per cent of seated venue capacity with ticketed and allocated seating in accordance with the definition of occupant density; Note - smaller education and teaching sessions, such as group seminars, tutorials, practicals and laboratory-based learnings, and vocational training sessions are not subject to occupant density; Physical distancing should be observed to the extent possible.
Indoor Event (off campus)
Yes
No
1. Must operate in accordance with a COVID Safe Event Checklist (Form 340).
Outdoor event with dancing
Yes
No
1. No more than 1 person per 2 square metres are in the dance or front of stage areas; An outdoor event that is a music festival, dance festival or an event with a dance area must operate in compliance with the COVID Safe Event Checklist (Form 340).

Other Event Information

Is this event a ball/gala that is being held on or off campus?
Yes
No
Will you be using a JCUSA BBQ at this event?
Yes
No
If yes, ensure BBQ training is completed with your JCUSA Campus Officer/Councilor using Form 062 Training Records BBQs and Gas Leaks.
Yes
No

If yes, please list the members names who will be transporting and using the BBQ as the training records will need to be checked by JCUSA

Will there be swimming or other water based activities?
Yes
No

If yes, please complete and upload Form 122 Water Activities Checklist

If yes, please ensure you have printed out enough of Form 121 Water Activities Declaration for all participants to complete before the enter the water.
I have printed out enough copies of Form 121 Water Activities Declaration
Will you any member be preparing, making, handling, storing, defrosting, cooking or serving any food/s?
Yes
No
(This includes all food {e.g. sausage sizzles, pizza, bake sale items} with the exception of commercially packaged food such as individually wrapped items like chips, muesli bars etc.)
If yes, then safe food handling training is required. Have all members handling food completed the mandatory Form 060 Safe Food Handling and have provided their certificates of completion to the JCUSA General Manager?
Yes
No
Email address for the JCUSA General Manager is: [email protected]

If yes, please list the members names who have completed this training as the training records will need to be checked. Your application will not be accepted if members have not completed this form.

Will you be serving food or drinks in a sit down environment – rather than a takeaway environment?
Yes
No
If yes then you must complete TAFE COVID Safe for Dining In training and email the completion certificate to the JCUSA General Manager is: [email protected]
Yes
No

If yes you must also complete the COVID Safe Checklist for Dining In

Will any special meals at the event (e.g. vegetarian, gluten free, etc.) be clearly labelled and easily accessible?
Yes
No
Will there be manual handling at this event?
Yes
No

If yes, please complete and upload mandatory Form 104 Training Record Hazardous Manual Handling Tasks for all Club/Society members who will be undertaking manual handling. You application will not be accepted without this form.

Disclaimer

The Club/Society named on this form and I as an authorised person to apply for an event on behalf of the Club/Society, accept full responsibility for the event being applied for and for activities that occur during the event. The Club/Society will ensure COVID-19 practices will be implemented and monitored. This includes but is not limited to: • Meeting the requirements of contact tracing via the Check in Qld app, occupant density, public health controls and COVID Safe Event Checklist; • Using cleaning and disinfecting product in accordance with guidance from Safe Work Australia and the public health authority; • Undertaking practices that prevent the spread of COVID-19; and • Managing unwell members and patrons. The Club/Society understands that they have a duty of care to members and others and will not endanger, or potentially endanger the safety or health of others. The Club/Society understands that they are required to monitor the behavior of all individuals in attendance during the event and to appropriately deal with misbehavior promptly. The Club/Society understands that they cannot hold this event without full completion of this Event Application Form and without approval by a Campus Officer, JCUSA Councilor or the JCUSA General Manager.
In accepting this responsibility, the Club/Society will assure that all applicable JCUSA and JCU policies and procedures as well as federal, state, and local laws and Queensland Chief Health Officer public health directions pertaining to COVID are observed and/or enforced, including:
JCUSA Policy POL048 Clubs and Societies Policy
JCUSA document DOC007 Code of Conduct for Clubs and Societies
JCUSA document DOC019 Legislation; and
JCU Policy Student Code of Conduct
I can confirm that the following forms and training has been completed by the required members and evidence of this has been supplied to the Campus Officer or General Manager or uploaded to this form:
Form 060 Safe Food Handling
Form 062 Training Record BBQs and Gas Leak
Form 104 Training Record Hazardous Manual Tasks
Form 120 Club/Society WHS Risk Assessment
Form 340 COVID Safe Event Checklist
Form 324 COVID Induction
Form 322 COVID Infection Control Training
TAFE COVID Safe for Dining In Training
As the authorised person of the Club/Society named on this form I have read, interpreted and understand and agree to the above.
Agree

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

jcu

The James Cook University Student Association works closely with the James Cook University. Please visit www.jcu.edu.au to find out more.