Event application process

How to organise a function at ANU 

The Functions on Campus (FoC) team helps organisers plan and deliver safe, successful events that meet ANU requirements.

Follow these steps when planning your function.

Step 1. Plan your function

Start by considering the key elements of your event:

  • What type of event are you holding?
  • How many people will attend?
  • Will it be held indoors or outdoors?
  • Will food or alcohol be provided?
  • Will you use external service providers such as caterers, security, or AV suppliers?
  • Will you install temporary structures, equipment or signage?
  • Are there accessibility or other specific requirements for attendees?
  • Could the event affect surrounding buildings, roads, parking, pedestrians or other campus activities?

Step 2. Find and book your venue

Choose a venue suitable for the size and requirements of your event.

ANU offers central teaching spaces, dedicated function and event venues, department-managed spaces and outdoor locations.

Consider:

  • Capacity and room layout
  • Accessibility
  • Audio-visual requirements
  • Catering arrangements
  • Emergency evacuation
  • Setup and pack-down requirements

Confirm your venue before submitting your FoC application. A venue booking does not constitute approval to hold your function. 

If you require additional cleaning services, please discuss this with your venue provider (extra charges might apply). 

See Finding and Booking a Venue for available spaces and booking information.

Step 3. Prepare your application

Before starting your application, gather the information and documents relevant to your event.

Depending on your function, you may need:

  • Venue booking confirmation
  • Event dates and times, including setup and pack-down
  • Event layout or site map
  • Risk assessment (RAMP template for events with >=300 attendees, or RAMP within the FoC form)
  • Certificates of Currency for external service providers (caterers, music bands, etc.)
  • Contractor Induction certificate
  • Liquor permit document
  • Security or crowd-management arrangements
  • Advertising or promotional material
  • Other supporting documents relevant to your event

Not every event will require every document. The requirements depend on the nature and risk profile of your function.

Step 4. Submit your application

EventMinimum submission timeframe
Function involving liquor21 days before the event
Function without liquor14 days before the event
Large (over 500 ppl) or complex eventContact us at least 45 days before the event

ANU Staff

Departmental meetings are exempt — no FoC application needed.
 
Everything else requires an FoC application — public lectures, social gatherings, festivals, stalls, training sessions, etc.
 
Staff-supplied alcohol is permitted with an RSA holder present.
 

ANU Student

All student functions require an FoC application.
 
Must be sponsored by a University department, ANUSA, or affiliated organisation (e.g. ANU Sport).
 
BYO alcohol events are not permitted.
 

ANU Residential Student

First, get approval from your Head of Hall before submitting an FoC application.  

An FoC application is required when:

  • Function has more than 100 attendees
  • Liquor served by student organisers within a residence (not in the bar)
  • Advertising the sale or supply of liquor on campus
  • Using external providers (caterers, AV suppliers, etc.)
  • Event impacts pedestrian or vehicular movement

External applicant

Use the External Form. 
 
Submit with a completed RAMP using the WHS Handbook template.
 
A liquor permit is required if alcohol is served (sale or supply).

Complex functions may incur organiser-funded costs such as security, cleaning, waste, power, traffic management, site reinstatement or any other additional services. Contact the FoC team as soon as possible where these services may be required. Allow additional planning time during peak campus periods and around major University events, such as O-Week and Bush Week 

Step 5. Assessment and review

After you submit your application, the FoC team will review the event and contact you if further information is required.

Depending on the nature of the event, other ANU areas may also need to review or provide advice on matters such as:

  • Safety and security
  • Landscape and conservation
  • Traffic and pedestrian management
  • Accessibility
  • Cleaning and waste
  • Noise
  • Power and infrastructure
  • Building access
  • Lighting
  • VIP attendance
  • Other operational requirements

For larger or more complex events, FoC may arrange a stakeholder meeting with you and the relevant ANU teams.

Responding promptly to requests for additional information will help avoid delays to your application.

Step 6. Receive approval

You will receive written confirmation from FoC when your function has been approved.

Approval may include conditions or requirements that must be followed before, during or after the event.

Your function can proceed only once the required FoC approval has been issued.

Need help?

If the guidance and FAQs do not answer your question, contact the Functions on Campus team and include your application number (if available), function date, and venue.

Email: functionsoncampus@anu.edu.au
Phone: +61 2 6125 4000 (select option 7)
Hours: Monday–Friday, 9 am–5 pm

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