FAQs

FAQs

How do I make a booking?

The best way to get in touch with us is via an email to the marketing team located in the city where your event is to take place. Please find the contact details of each campus in Contact Us.

Requests for changes and new bookings will not be actioned unless made in writing.

Should you need to speak with one of the our team, you can contact the office on 1300 891 598 and ask the reception to forward your call to your desired campus, or talk to the marketing officer at each campus directly through the contact details in Contact Us page.

How do I organise a Caterer?

You have to organize your own Caterer if there is a need for one.

If you are organising your own Caterer you must advise TACIS if any of the following occur:

  • If you are selling food, a Hot and Cold Food Permit will be required. You will need to contact the City Council of each city directly to apply for an Application for Registration of a Temporary Food Premises at least 2 weeks in advance. City Council will advise what is required regarding the serving of food and/or beverages for your function. A copy of your Food Permit must be forwarded to TACIS prior to the commencement of your event.
  • The Hirer must ensure that the Caterer engaged is registered and licensed for the purpose of providing catering services at the event and forward copies of the Caterers Food Handlers Certificate to TACIS at least 7 days prior to the commencement of your event.

Please Note:
Failure to comply with the above requirements will result in your event being cancelled.

Can I serve alcohol at my event?

Sorry, alcohol is not permitted for any event that will be organized at any TACIS property.

Do I need Public Liability for my event?

It is requested that all hirers provide a certificate of currency for Public Liability Insurance. A copy of the policy must be provided to our office a minimum of one week prior to your event.

What are my responsibilities in the event of an Emergency?

Fire and emergency procedures notices and evacuation floor plans are posted throughout university buildings. Delegates should familiarise themselves with the notices and plans for each building they occupy or visit. Emergency telephones are widely distributed in public access areas within buildings. These telephones may be used at any time to report emergencies or get assistance in the event of fire, personal injury, medical condition or other threatening situations.

Can I hire AV equipment from TACIS?

Yes you can hire AV Equipment from TACIS. Most of the rooms are required with projector and computers. We also have normal video cameras and voice recorder for your choice.

Can I use my own AV equipment?

Hirers are able to bring in their own AV. All electrical equipment brought onto Campus must be Tested and Tagged with a current tag attached. 

Am I able to bring in an External Company to assist me with my set up?

If you are using an external contractor please be aware that there are certain policies and procedures to be adhered to prior to any contractor coming onto Campus.

The Hirer agrees to comply with and observe the following safety procedures:

  • Advise this office at least 2 weeks prior to your event the NAME and TYPE of Contractor to ensure all relevant documentation and information is forwarded to you.
  • All external contractors must complete an OHS Induction facilitated by Facilities and Services before providing their service.
  • The Hirer, Contractor or Event Organiser must complete a Job Safety Analysis and Risk Analysis when required by TACIS. This must be completed by the Hirer or the Hirer's employees, agents or subcontractors, as appropriate, within a reasonable time before the event. This is to ensure safety on-site at all times.
  • ALL electrical equipment bought onto Campus must be Tested and Tagged with a current tag attached.

The Venue, as a workplace, is subject to the Occupational Health and Safety Act of 2004. This act places the onus on the University's management to provide and maintain a working environment that is safe and without risks. The Hirer shall at all times ensure that these standards are adhered to and that where necessary consult with the University's Occupational Health and Safety Officer or representative for direction or assistance to ensure that these standards are maintained.

Failure to complete the required forms or not participate in an Induction will result in the cancellation of your event.

How do I dispose of rubbish?

TACIS has its own cleaning services, but we do recommend the Hirer to sort the rubbish after the event.

Is there parking available?

Car parks available in front of the building and around the building, fees and restrictions apply. Please read the signs of the car park for details.

How long will my tentative booking be held?

A tentative booking for hiring a Venue shall not be held for more than 14 days unless previously negotiated with TACIS.

What is your cancellation policy?

Where written notification of cancellation is received by TACIS less than twenty-one (21) days prior to the event the Hirer will incur the full room hire fee if the room/space is not re-booked by TACIS.

If the Hirer were to need to change the date of the function, where written notification of this change is received by TACIS less than twenty-one (21) days prior to the event the Hirer will incur the full room hire fee if the room/space is not rebooked by TACIS, TACIS would attempt to roll over the event date or change the Venue, subject to availability. If a deposit had already been received it would be transferred to the new date or apply it to the new venue.

Do I need to pay a deposit?

A holding deposit of fifty percent of the venue hire shall be paid by the Hirer within ten working days of the date of the Letter of Offer.

Bookings made within twenty-one (21) days of the date requested require the entire estimated hire charge, including any extra expenses, as the event needs to be paid for no later than seven (7) working days of the date of Letter of Offer.

Hirers are required to pay the balance within twenty-one (21) working days of the Letter of Offer TACIS has the discretion to:

Waive the need for a deposit or call for a higher deposit up to the amount of the estimated hire charges and extra expenses when the booking is made or at any time between the making of the booking and the date of the event.

When do I need to pay for my event and how can I pay?

A valid Tax Invoice will be sent before or after the event, at the University's discretion. Accounts are payable within thirty (30) days of receipt. All prices are exclusive of GST. Any dispute regarding an invoice must be notified to TACIS within seven (7) days of issue of the invoice.

It is the policy of TACIS that all accounts are settled in full 10 working days after the receipt of the invoice by cheque, corporate credit card or money order.

Future bookings may be refused to any societies, groups or companies who fail to pay outstanding accounts promptly on request.

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