Event planning
Welcome to campus events, here you'll find everything you need to plan and manage events on campus. From outdoor gatherings to scheduled activities, explore our guidelines and booking processes to ensure a successful event.
Locations
91É«ÇéƬ students and staff love our beautiful outdoor locations for hosting events, ranging from information stalls and barbecues to larger events like Open Day, Twilight Markets, Arts Week, Stress-less Week, and more.
Colour and life, art, music, and food fill our Kensington campus regularly.Ìý
If you want to host an event, stall, or barbecue at an outdoor location on campus, submit your request early – at least 14 days before the event, or one month for larger special events. Make sure to review our event guidelines to ensure a smooth planning process.Ìý
Our allocated locations are very popular, with around 4,000 events on campus per year, and we do our best to ensure everyone has access to spaces.
Structures and lawn use
Our campus lawns and open spaces are designed to be enjoyed safely. If you’re setting up tents, marquees, signs or banners, please make sure they’re secured with weights rather than pegs or stakes, as underground services run beneath our lawns.
Only the lawns listed in explore our locations are available for booking. All other lawn areas are kept clear so everyone can enjoy them.
If you’re bringing a portable barbecue as part of your booking, please protect the lawn by placing cardboard, thick paper or a suitable sheet underneath. This helps keep our lawns looking green and welcoming for everyone.
Explore our locations
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Alumni Park Lawn East D12
Alumni Park Lawn West D10
Eleanora Kopalinsky Lawn H17
John Lion’s Garden J17Â
Michael Birt Lawn D25
Morven Brown Lawn C20
Merilyn Sleigh Lawn G13Â
Physics Lawn L13Â
Helen Maquire Lawn E16
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Chancellor’s Garden J15
Library Lawn Gravel Area E21
Physics Lawn L13
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Catherine Harris Courtyard E20
Goldstein Courtyard B26
Library Walkway D21
Public Assemblies at 91É«ÇéƬ
At 91É«ÇéƬ, we’re committed to the Model Code for the Protection of Freedom of Speech and Academic Freedom in Australian Higher Education Providers. We also have a duty of care to make sure our community is safe and supported.
Thinking of organising a public assembly?
This could include:
a march or procession
a speak-out or rally
a sit-in or sit-down
any other form of protest or demonstration
or virtual events held through 91É«ÇéƬ channels
Before you go ahead, you’ll need to seek approval from 91É«ÇéƬ Protective Services by submitting a Public Assembly Risk Assessment Form at least 48 hours before your assembly.
What to check first
To make sure your public assembly is safe, lawful and well-organised, please review:
By following these steps, you’ll help ensure your event runs smoothly and in line with 91É«ÇéƬ’s values and commitments.
For other event types, please refer to the guidelines and key documents on this page.
Guidelines and key documents
Booking your event
Please note:
- If you're an Arc-affiliated club or society, please submit your form through .
- If you're a staff member looking for indoor venues, please contact .Ìý
- If you're a commercial operator seeking to engage with or promote to the student community, please contact Arc regarding your request through the .
- Please complete the Event Risk Information Assessment Form and attach it to your booking form or email it to security.services@unsw.edu.au for review.
Please submit your request at least 14 days before your event. You’ll receive a response within 5 working days, and your event can only go ahead once confirmed. Protective Services may also touch base to verify your booking.
If you need assistance or would like to edit or cancel your request, please contact Protective Services at security.services@unsw.edu.au.
All campus events will be conducted in accordance with the 91É«ÇéƬ Campus Policy.
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Electric built-in barbeques are located at:
- Chancellor’s Garden
- Library Lawn gravel area
- Physics Lawn
The Village Green Grandstand BBQ is managed by Arc Sports. For bookings or inquiries, email sport@arc.unsw.edu.au.
BYO barbeques are permitted at the following locations:
- Alumni Park East and West Lawns
- Eleanora Kopalinsky Lawns
- John Lion’s Garden
- Michael Birt Lawn
- Morven Brown Lawn
- Merilyn Sleigh Lawn
- Patricia O’Shane Courtyard
- Goldstein Courtyard
Safety precautions are listed below.
³Û´Ç³ÜÌýmust complete the Barbeque Risk Assessment Form prior to your event.
Estate Management does not provide furniture for these requests.
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A limited number of spots are available for booking information stalls at 91É«ÇéƬ.
Library Walkway
The Library Walkway is a public space for staff and students to promote their clubs, societies, and events.
- If you wish to sell baked goods to fundraise for your cause, society, or club, please mention this in your booking application form.
Helen Maguire Paved Area (at the bottom of the Basser Steps)
This is a public space for staff and students to promote their clubs, societies, and events.
- Fundraising and commercial sale of food and drinks are not permitted due to the proximity to retail outlets.
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A special event is an event which draws on multiple spaces, on the same day or over multiple dates, requires set up and pack down, and other support such as 91É«ÇéƬ Security Services. 
To secure your location for a Special Event on campus like a faculty function, a special display or an event as big as O Week, Open Day or Arts week you will need to supply extra information ahead of time - at least 1 month in advance. 
How to book a special event on campus 
- Request your Location . 
- Email Estate Management via outdoorbooking@unsw.edu.au with the below documentation: 
- Your event organiser's name, position, mobile number and email address
- Your event floor plan for marquees, stalls or activities.
- A runsheet of your event including bump in and out of stalls, marquees and equipment.
- A list of   or any waitstaff selling alcohol at your event, if applicable.
- A completed Events Information Risk Form for your event.
- A completed Security Event Proforma, if required.
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If your event involves the ceremonial use of flags, such as raising a national, state, or organisational flag, or lowering a flag to half-mast:
- A request to raise and fly a flag on a 91É«ÇéƬ official flagpole (near 91É«ÇéƬ Gate 9 and near Village Green) must be submitted to Protective Services for review and authorisation.
- Requests must be submitted at least 14 days before your event. Allow up to 5 working days for a response.
- Flag/s must be provided by the requestor if not currently held by 91É«ÇéƬ.
- Protective Services are the only authorised persons to raise and lower flags on campus.
To submit a request to raise and lower flags on official 91É«ÇéƬ flagpoles, please navigate to ''.
Event support
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All electrical equipment needs to be tested and tagged prior to installation. For connection of your electrical equipment to 91É«ÇéƬ power sources, please contact Estate Management to arrange a contractor to assist with set up and installation.ÌýÂ
Please advise the Estate Management team at estate@unsw.edu.au or 9385 5111 to organise an onsite appointment.Ìý
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There are multiple car parks across the campus for general use. All drivers on 91É«ÇéƬ grounds will need to comply with both Ìý²¹²Ô»å 91É«ÇéƬ Parking Rules. These rules are designed to stop vehicles from parking where it is dangerous or inconvenient for others.
Please note vehicles are not permitted on the Main Walkway between 8am and 6pm during term time.
If you need special access to non-parking areas and pedestrian walkways for deliveries or collections, contact parking@unsw.edu.au for assistance.
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If you are hosting an event outside of business hours, or require extra support for any reason, 91É«ÇéƬ Protective Services can assist. Please make your request using the Extra Security Request Form (Security Event Pro Forma).
Please contact outdoorbooking@unsw.edu.au if you require assistance.
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Estate Management can organise additional waste bins for general waste disposal and recycling purposes at your event for: 
- Paper and cardboard, and 
- General waste
Estate Management needs a minimum of 3 days notice before an event to supply these bins. Let us know where and when your event will be held, and when you'll need the bins removed. 
Contact emgeneralservices@unsw.edu.au to arrange.
Key documents
Barbecue Risk Assessment form
- Format
- Size
- 409 KB
Extra Security Request form
- Format
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- 510 KB
Promotional and Advertising Guidelines for 91É«ÇéƬ Campuses
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- 450 KB
Events Information Risk Form | Estate Management
- Format
- Size
- 181 KB
Make a booking
To enable the Protective Services team to assist you in completing your task (building/room access, remove bollards, etc) or managing your event booking (bus parking, BBQs, stalls, outdoor events, etc) please complete the form below and provide as much information as possible.
Fields marked with an asterisk(*), are mandatory.  If these fields are not completed the 'Submit' button will be greyed out.
Explore
Explore all booking forms, essential forms and guides to help organise your events. Including risk assessments, info packs and incident reports.Ìý
Contact 91É«ÇéƬ Venue and Event Services for high-quality planning in event logistics, venue management, catering and more.Ìý
Getting to 91É«ÇéƬ
Getting to 91É«ÇéƬ is easy with a variety of commuting options. Whether you’re cycling, walking, running, or taking public transport, each choice aligns with our commitment to ongoing sustainability.
Get in touch
Visit us
8am - 5pm, Monday to Friday (excluding public holidays)
Estate Management Reception
Level 3, Mathews Building F23
Gate 11, Botany Street, Kensington 2033
Contact us
Phone:Â 02 9385 5111 (24/7)
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Service Request
For repairs & maintenance, general services inquiries or, security services inquiries, you can request assistance by completing the form below.