For the purposes of this Portal and Resources, Arc considers an overnight event any event where accommodation is booked for Club members. This includes but is not limited to: Club Camps, Road Trips, Out of Sydney Competitions, Out of Sydney Trips etc.
Below are a number of resources relevant to running overnight events and templates to make your life easier, and your event more fun!
Why were additional requirements added for 2025?
Our priority is ensuring that students have a fun, enjoyable and safe time at overnight events.
The changes we are making are mandatory procedural changes so that Clubs leaders are provided with guidance and support in putting together their overnight event. Clubs will now be required to register ALL overnight events & come into a mandatory pre-event consultation session ahead of all overnight events.
We have also created a Pre-Departure Briefing template that will standardise documentation and informational requirements that are provided to attendees. This will mean that attendees and Arc will be informed in a timely manner about what to expect from the event & how to be best prepared.
We also have a mandatory Post-Event Report which must be completed by club leaders organising an overnight event within 72 hours after returning from the event. This report back gives leaders the opportunity to pre-emptively let us know about any noteworthy things that may have happened & is distinct from the incident report form (both must be filled in the case of an incident or grievance).
These changes will help Arc be more aware of when UNSW students are going off-campus so that we can support Club Leaders to meet their students' safety & wellbeing obligations. This will also mean that new executives organising major events will have the Arc's resources, institutional knowledge and guidance so that you don't forget anything.
Clubs that fail to meet this obligation will have consequence. This includes but is not limited to; being restricted from Arc grants, lose access to CATS & Outdoor Bookings, and/or suspension or disaffiliation of the Club from Arc. Arc Clubs Team will work hard to communicate these obligations to all Clubs.
