Running a club event

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.

  • 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).

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 communication and promotion

  • 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.
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Acknowledgement of Country

RMIT University acknowledges the people of the Woi wurrung and Boon wurrung language groups of the eastern Kulin Nation on whose unceded lands we conduct the business of the University. RMIT University respectfully acknowledges their Ancestors and Elders, past and present. RMIT also acknowledges the Traditional Custodians and their Ancestors of the lands and waters across Australia where we conduct our business - Artwork 'Sentient' by Hollie Johnson, Gunaikurnai and Monero Ngarigo.