Staff Functions

A Functions & Facility hire application is required to be completed via Appian at least 30 days prior for the following staff functions:

  1. All social functions held within University grounds for staff (e.g. staff barbecue)
  2. Any official University function conducted by an Academic or Business Unit (e.g. Orientation activity/Conference/Launch).

It is imperative that details of high profile guests who will be in attendance is included in the request.

Use/Storage of Alcohol on Campus

In accordance with University By-Law, item 8, all requests for consumption and/or storage of alcohol on any part of University grounds  must be approved by the Campus Facilities Manager as delegate for the University Council.

Endorsement can be obtained by including the proposed event  liquor/licensing details on the Appian Staff Function application. FM Assist will confirm endorsement of the license application with the Campus Facilities Manager and indicate approval status via the notification section within the Appian application.

A short term liquor license will normally be required for Academic and Business Unit functions where the alcohol is not being provided by a licensed caterer/business. (For information and application please refer to the following links):

Online short term licenses that have been endorsed by the Campus Facilities Manager must be lodged with the Office of Consumer and Business Services at least: 

  • 30 days prior to the event; or 60 days prior to the event if it is a large commercial or high risk event (festival, multi-day event).
  • A copy of the license must be provided to FM Assist to allow for final approval of the function to be confirmed.
  • The license must be displayed at the event
  • A copy of a caterer's liquor licence must be provided prior to the event if a caterer is serving alcohol at an event on campus.


The issue of a short term liquor license by Consumer and Business Services may stipulate security/crowd control as a requirement. The Campus Facilities Manager will also access the application and may deem security/crowd control a necessity. If security staff are required, they will be arranged by FM Assist and the cost will be charged to the cost centre nominated by the staff member organising the function.

Under no circumstances can it be assumed that the University of South Australia Security staff can be used or referred to as crowd controllers for planned events/functions.


Where representatives/sponsors/exhibitors have been invited to attend a function please complete the relevant section within your Functions & Facility hire application. It is the responsibility of the General Manager/Unit Manger to certify that a background check has been completed to confirm the Representative/Sponsor/Exhibitor is legitimate and does not conflict in any way or form with the University of South Australia.

Function & Facility Hire Application User instructions

For information on how to complete the Function & Facility hire application, please refer to our user instructions or contact your local campus FM Assist