Guild O-Day Semester One 2021 Application Form: External / Commercial Organisations

The Curtin Student Guild coordinates services and activities for students! All Curtin students are automatically members with access to free Student Assist services, discounts, clubs, entertainment, giveaways and more. Learn more about us on the website.

Important note for applicants:

If your planned activities, giveaways, equipment and/or stall set-up have not yet been decided, please do not lodge this form at this time, as this is required in order for us to reserve you a place and consider your application. Please lodge your application only once you have confirmed your plans for your stall on the day. (No preference is given to early applicants.)

WHAT IS GUILD O-DAY?
Guild O-Day (Semester One) takes place during Curtin University’s famous O-Week, on Wednesday 24th February 2021 from 11am - 3:30pm. Guild O-Day is one of Curtin Student Guild’s biggest events of the year. It forms an important part of the University’s orientation program and offers attendees a unique insight into the university experience. With students keen to receive many highly anticipated freebies, browse/join campus clubs and societies, and explore a variety of services tailored to the university market, stallholders gain access to a captive audience and a highly targeted demographic. Guild O-Day provides a unique environment to connect with your stakeholders, whilst sharing information on services, activities, and/or products.

Considering the current global climate and the ever-changing nature of the COVID-19 pandemic, the regular format of the event will be slightly adapted for Semester One 2021, with the objective being to keep the spirit / purpose of O-Day intact whilst maintaining safety measures on campus. A more controlled entry/exit will be employed to monitor capacity in/out of the event, plus additional spacing and hygiene measures. The event will remain located through Curtin’s Sir Charles Court Promenade (North) featuring activities, giveaways and general fun alongside various stalls.

COVID-19 Event Format Changes
O-Day Sem One 2021 has been extended by one hour to allow a maximum number of students to enjoy the day safely. Students will be advised to pre-register to attend alotted 1 hour "sessions" throughout the course of the event, in order to ensure less queueing and an even spread of attendance across the day in accordance with the overall event capacity at any given time. Vendors are required to stagger any giveaways or competitions throughout the day (if applicable), in order to evenly spread their offerings across each session. The focus will be on providing a consistent experience for students, regardless of which session they attend.

The allotted session times for the event are as follows:

Session 1 ("Quiet Hour"): 11am - 12pm
Session 2: 12pm - 1pm
Session 3: 1pm - 2pm
Session 4: 2pm - 3:30pm

Prizes / giveaways / competitions should be split equally amongst the four sessions, with 25% of your total available prizes / sampling pool allocated to each attendance block.

The Quiet Hour:
A "Quiet Hour" will be implemented for the first hour of the event (from 11am - 12pm) for students who experience difficulties with access and/or heightened sensory environments, as well as those that experience anxiety as a result of large crowds and/or noise. All stallholders are required to be ready and operating from 11am, however no amplified music or production lighting will be permitted until 12pm.

Packages & Pricing
(For external applicants only - separate application process applies for Guild-registered clubs & societies and internal Curtin departments.)
Our prices have been reduced by 40% to reflect the lower anticipated student attendance at the event. We cannot guarentee attendance numbers by any means and the projected attendance is purely an estimate based on changes to the overall Orientation program, with many sessions converting to an online format and the restricted number of patrons who will be permitted into the event space at any one time due to capacity restrictions. Please be mindful that we will have to reduce the number of external stalls accepted to participate in O-Day to allow for enough distance between stalls, in accordance with physical distancing guidelines and the overall venue capacity. Confirmation emails will be sent to applicants from the 18th of January and we will advise whether or not your application has been successful - we apologise in advance if you are a regular O-Day attendee and we aren't able to make accomodations for Semester One 2021, we appreicate your understanding whilst we navigate this difficult circumstance.

Trestle Table Package - $120.00 *inc. GST* (normally $200.00 *inc. GST*)

Basic 1.8m x 1m space under the verandah
One trestle table
No access to power (available at additional cost)
This package includes only the surface area of the table itself, as well as standing room directly behind the table.
Marquees cannot be accommodated within this package option. If you wish to bring a marquee, you must choose an activation package.

Activation Package - $570.00 *inc. GST* (normally $950.00 *inc. GST*)

3 x 3m space (not shaded, BYO marquee) which can be used for brand activation activities
One trestle table
Access to power included (if specified) - includes X1 10amp power board
Roving permissions – access to rove in your zone

Marquee Activation Package - $780.00 *inc. GST* (normally $1300.00 *inc. GST*)

3 x 3m marquee (including back covering wall)
One trestle table
Access to power included (if specified) - includes X1 10amp power board
Roving permissions – access to rove in your zone

Unfortunately, due to limited space capabilities we will not be accepting applications for stall spaces larger than 3x3m on this occassion.

Curtin Commercial Tenants Package - $POA
Discounted rates and packages for Curtin tenants available on request. Contact events@guild.curtin.edu.au.

Guild Giveaway Bag Inclusions - $POA
If you would like to provide marketing collateral for inclusion in our Guild Giveaway bags, please send a request with the relevant information to events@guild.curtin.edu.au.

Additional Equipment and Amenities
Access to power is not included in trestle packages, however if you wish to add this, an additional cost of $100 applies (subject to approval). Power is strictly limited and subject to availability.

Full Stallholder Terms and Conditions

Booking deadline: 15/01/2021

Invoice payment deadline: 05/02/2021

1. Organisation name *

i.e. The name of the organisation lodging this booking.

2. Booking contact name *

3. Booking contact email *

This should be the email address of the person organising booking, payment, and logistics prior to the event itself.

4. Booking contact phone *

5. Are you booking this stall on behalf of a third party? *

i.e. A marketing agency making a booking on behalf of a client.

Yes No

7. On-site coordinator name *

Please provide details of the person in charge of running the stall on the day of the event (i.e. your client or staff member).

8. On-site coordinator email *

Please nominate a secondary email address for the person responsible for running the stall on the day (i.e. your client), so that we may ensure this person receives all logistical information pertaining to the event itself (including bump-in and bump-out details, Stallholder Guide, Map, and Run Sheet).

9. On-site coordinator mobile *

10. Please select your Guild O-Day Package *

Our prices have been reduced by 40% to reflect the lower anticipated student attendance at the event. We cannot guarantee attendance numbers by any means and the projected attendance is purely an estimate based on changes to the overall Orientation program, with many sessions converting to an online format and the restricted number of patrons who will be permitted into the event space at any one time due to capacity restrictions

All packages (and inclusions) are outlined in detail at the top of this form. Please read carefully before making your selection, particularly taking note of the following points:

Trestle Table Package includes only the surface area of the table itself, as well as standing room directly behind the table. BYO marquees / shade tents cannot be accommodated within this package option.
Activation Packages do not include shade or a marquee, you must supply your own. If you require a marquee to be provided, please select a Marquee Activation.
Power access is included if selecting an Activation Package or Marquee Activation Package. Power with a Trestle Table Package is charged at an additional $100.00 (subject to availability).
Unfortunately, due to limited space capabilities and COVID-19 restrictions, we will not be accepting applications for stall spaces larger than 3x3m on this occassion.

Trestle Table Package ($120.00 inc. GST) 3x3m Activation Package ($570.00 inc. GST) 3x3m Marquee Activation Package ($780.00 inc. GST) Other - i.e. custom package, Curtin tenant package, etc. ($POA)

11. Invoice To *

Please provide the following information for inclusion on the invoice:

Organisation Name (the organisation to be invoiced)
Contact Name and/or Reference
Email Address
Phone Number
Address

Please ensure the details provided here are those of the organisation or department responsible for making stall payment.

12. Please provide a brief description of your organisation. *

If you are an agency making this booking on behalf of a client, please describe the organisation for whom this booking is being made for.

13. What activities and/or promotions do you intend to run and/or set up at your Guild O-Day stall? *

Please be as detailed and specific as possible. This information is required in order for us to determine the most appropriate location for your stall within the event as a whole. Please include a description of how your stall will be set up, including any equipment or infrastructure being used and any giveaways, competitions, demonstrations, or activities.

If your planned activities and stall set-up have not yet been decided, please do not lodge this form at this time, as this information is required in order for us to reserve you a place and consider your application. Please lodge your application only once you have confirmed your plans for your stall on the day. No preference is given to early applicants.

15. Will you be requiring power at your stall? *

Power availability is strictly limited, and will be awarded at the discretion of the event organisers. Requests for power will be considered on their merits.

Trestle Table packages must pay an additional $100 for provision of power. All other packages come with power included at no additional cost.

Yes No

17. Will you be supplying food or beverages? *

Please note that the sale of food and beverages at Guild O-Day is at the discretion of the event organiser and space for such vendors is limited to select stalls and must be discussed with the event organiser prior to lodging this application.

At regular commercial stalls, only free giveaways of food and drinks are permitted, and the items must be pre-packaged, commercially purchased, non-perishable and individually wrapped (e.g. lollypops, ramen noodles, etc.) To discuss alternate options, please contact events@guild.curtin.edu.au prior to submitting this form.

Yes No

19. What equipment or other items will you be using or displaying? *

Please note that no equipment is supplied by us other than what is described in your chosen stall package. Any other equipment you intend to use or set-up must be supplied by you, and must be disclosed in detail here. This includes even basic items such as chairs, pin-boards, etc. All equipment/infrastructure is subject to Guild approval, Curtin OH&S regulations, and space restrictions.

If your planned stall set-up & equipment have not yet been decided, please do not lodge this form at this time. This information is required in order for us to reserve you a place and consider your application. Please lodge your application only once you have confirmed your plans for your stall on the day. No preference is given to early applicants.

20. Do you intend to play music at your stall? *

Requests to play music are subject to approval and successful stalls will be informed with their stall confirmation. Additional fees and charges may apply. Please also note that - unless booked, approved, and paid for - no power is available for speakers or stereos - only battery-operated devices may be used.

Yes No

22. Do you have any additional requirements?

We will do our best to fulfill your requirements however we may not be able to fulfill all requests. Some requests may incur additional fees and charges, to be advised via email after we have received and reviewed your application.

23. Public Liability Insurance - Please upload a valid Certificate of Currency *

At the stallholders own expense, effect and maintain for the duration of the stall holders service, a policy of Public Liability Insurance covering all loss, damage or injury to person or property (including death) caused by the stall holder or its employees or agents and the amounts of all claims, damages, costs and expenses which may be paid, suffered or incurred by the Curtin Student Guild and Curtin University as aforesaid in respect of any loss, damage or injury (including death) in sum of ten million ($10 000 000).

24. Acknowledgement of Terms and Conditions *

I agree to the O-Day Terms and Conditions, available HERE.

I Agree

Guild O-Day Semester One 2021 Application Form: External / Commercial Organisations

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