Club Room Booking Form

Room booking requests must be submitted at least two weeks prior to the proposed booking date to be processed. If you wish to book YourSpace rooms please submit your request through this link - Booking Request Form - YourSpace (D Block) (qut.edu.au)

Club Name*

Club Contact*

First NameLast Name

Executive Position*

President, Vice President, Secretary or Treasurer

Mobile Number*

Club Email*

Purpose of Event*

Campus*

Kelvin Grove room type

Number of People*

Date*

Time*

Hour Minutes

AM/PM Option

to

until

Hour Minutes

AM/PM Option

If there are multiple dates, please list ALL DATES below (including the date above)

Preferred Room

Equipment Required

Will any minors (Under 18s) be present at the event?*

YesNo

Will attendees be charged an entry fee?*

Yes - Booking charge for event or charge for new members joining the clubNo

Will there be food or drinks consumed at the event?*

YesNo

As outlined in the QUT MOPP H/3.6.4, catering (food & drinks) is not permitted in teaching spaces during semester.

Please note Booking Conditions for Student Clubs:

Free of charge bookings:

Bookings for registered student groups will be made through the relevant booking agent on behalf of the student group/club. However, should the use of a space on campus by a student group/club result in damage or a need for cleaning, the cost of addressing the damage or cleaning will be billed to the booking agent. The relevant booking agent will then determine whether these costs are passed onto the student group/club for reimbursement; and future bookings may be cancelled or declined for a specified period.

The use of any centrally managed rooms should not be disruptive ie singing, chanting or noise of any kind that will interfere with other QUT business in and around the room booking. The room should not be used for exercise, singing or dancing as they are not fit for purpose of these activities.

At least 50% of student group/club members must be enrolled as QUT students. QUT reserves the right to check ID cards of booking attendees. It is QUT's expectation that at least 50% of booking attendees will be QUT students. The policy for 50% attendance can be found on the MOPP: at http://www.mopp.qut.edu.au/H/H_03_08.jsp

Catering or serving of food is not permitted in any teaching space during the semester. There are other rooms available on campus for this purpose and should be requested. Cooking equipment is not permitted in any room as it will set off the fire detectors.

Any event providing or serving alcohol within a QUT space must ensure the Manual of Policies and Procedures (MOPP) H/3.6.7 Policy on use of alcohol is followed.

No computers, monitors or other technology in the room should be unplugged or moved. Any movement of such equipment must be organised through the University’s AV services (avgp@qut.edu.au or avkg@qut.edu.au) and this may incur a fee. Any damage will be billed to the booking agent.

Bookings that will incur hire charges:

If the student group/club generates income through the use of University property
by collecting attendance fees, the University reserves the right to charge a room hire
fee of up to 50% of the standard charge. However if fees are collected which will not
generate income they must be disclosed through the booking process and will be
treated as in a case by case.

Copyright:
For any video or movie night the booking agent takes responsibility to ensure copyright and owner permission is obtained for this public screening of a video or film. This applies whether or not entry fees are charged. Agents should apply to the film distributor in the first instance. If a film is hired from the distributor with the stated intention of public screening, the licence fee is usually included in the hire charge.
Link: http://www.library.qut.edu.au/copyrightguide/performingin/filmsandvide.jsp