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
UNSW 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.
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.
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 J17
Michael Birt Lawn D25
Morven Brown Lawn C20
Merilyn Sleigh Lawn G13
Physics Lawn L13
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 UNSW
At UNSW, 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 UNSW channels
Before you go ahead, you’ll need to seek approval from UNSW 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 UNSW’s values and commitments.
Guidelines and key documents
Booking your event
Please note:
- If you're an Arc-affiliated club or society, please submit your form through Arc.
- If you're a staff member looking for indoor venues, please contact Venue and Event Services.
- If you're a commercial operator, please contact Arc @UNSW regarding your request through the sponsorship and advertising page.
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 UNSW 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.
You must 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 UNSW.
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 UNSW 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 here.
- 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 RSA Certificates 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 UNSW official flagpole (near UNSW 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 UNSW.
- 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 UNSW flagpoles, please navigate to 'Make a Booking'.
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 UNSW power sources, please contact Estate Management to arrange a contractor to assist with set up and installation.
Please advise the Estate Management team at estate@unsw.edu.au or 9385 5111 to organise an onsite appointment.
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There are multiple car parks across the campus for general use. All drivers on UNSW grounds will need to comply with both RMS Restricted Parking Rules and UNSW 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, UNSW 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
- Size
- 510 KB
Promotional and Advertising Guidelines for UNSW Campuses
- Format
- Size
- 220 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.
Note: Before making a booking, please ensure a risk assessment has been completed and approved. This is a mandatory requirement for all space bookings.
Fields marked with an asterisk(*), are mandatory. If these fields are not completed the 'Submit' button will be greyed out.
Explore
ARC bookings & event admin
Explore all booking forms, essential forms and guides to help organise your events. Including risk assessments, info packs and incident reports.
Venue and Event Services
Contact UNSW Venue and Event Services for high-quality planning in event logistics, venue management, catering and more.
Getting to UNSW
Getting to UNSW 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: 02 9385 5111 (24/7)
Email: estate@unsw.edu.au
Have a general inquiry for us? We’d love to hear from you! Please fill out the form below.
Service Request
For repairs & maintenance, general services inquiries or, security services inquiries, you can request assistance by completing the form below.