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Guild O-Day Semester One 2021 Application Form: Clubs & Departments

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, however you must lodge prior to the application deadline.)


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. Stallholders 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 (if applicable) allocated to each attendance block.

It is recommended that you limit the amount of committee members operating your stall to a maximum of 3 people at any one time by working in shifts across each session of the event. This is to ensure the capacity of the venue overall is adhered to and you are observing the recommended 1.5m physical distancing within your stall area.
 
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.


CLUBS & INVITED DEPARTMENTS PACKAGE
 
Standard Trestle Package Details
  • Space allocation is approximately 1.8m long x 0.7m wide (table surface area only plus a small amount of standing room behind the table)
  • All stalls are shaded.
  • One trestle table is included.
  • Stall is not powered (no access to electricity).

Pricing 
FREE - for 2021 Guild-registered student clubs, Stadium-registered sports clubs, & invited Curtin/Guild departments ONLY. 
This package (and price) is not available to groups who do not fit this criteria.


Activation Spaces
The inclusions within the standard free trestle packages are strictly as outlined above.

If you are keen to:
  • have access to power; 
  • erect a marquee;
  • run activities / demonstrations that require floor space; or
  • utilise a space larger than your allocated trestle table area;
...you will need to request an "Activation Space".

Activation Spaces are extremely limited and will be assessed on a competitive case-by-case basis. Activation Spaces are restricted to 3x3m in size, and will be allocated at the Guild’s discretion based on a wide range of logistical factors, including event tone and theming, space availability, power availability, health and safety restrictions, traffic flow, and layout of the event as a whole. To be considered for an activation space, please clearly outline your request for an activation space in the relevant section of the form. 

Due to limited space as a result of COVID restrictions, please note that we cannot accommodate activation spaces and/or marquees larger than 3x3m at this event on this occasion.
 
Food & Beverage Giveaways
Due to local government / Food Act restrictions and OH&S regulations, stallholders are not permitted to supply any food or beverage unless it is pre-packaged, commercially purchased, & non-perishable (i.e. NO home-baked goods, no dairy items, etc.).  If you have any queries, please contact the Clubs Officer via clubs@guild.curtin.edu.au (if you are a club). If you are a Uni department, please contact events@guild.curtin.edu.au.

 
VIRTUAL GUILD O-DAY
Clubs and departments are encouraged to also participate in our follow-up online event during Week 2, "Virtual O-Day", as well as the physical event on Feb 24. Virtual stalls ("channels") at this complementary event may also be booked via this form. Virtual O-Day will be held online using the platform Discord, on Tuesday 9th March from 4:30pm - 7pm

Virtual O-Day offers the chance to connect with an even wider range of students, including those who may have been unable to attend the in-person version of the event (e.g. online students, students living remotely or overseas, students with other commitments on event day, students with accessibility concerns, etc.). This is also an opportunity to interact with students who may have missed out on visiting your particular stall on Feb 24, but have come for a second look at what's on offer. The online format offers the means to easily provide links to additional information and resources, and may also enable you to engage in lengthier or more in-depth discussions.

CONFIRMATION & STALLHOLDER GUIDES
Confirmations and O-Day Stallholder Guides (including stall maps, setups times, etc.) will be sent out from 15/02/2021.

FURTHER INFORMATION
For further information, if you are a club, please contact the Clubs Officer via clubs@guild.curtin.edu.au. If you are a Curtin or Guild department, please contact the Events Coordinator at events@guild.curtin.edu.au.

TERMS AND CONDITIONS
Please familiarise yourself with the stallholder terms and conditions, available here. All stallholders accept these conditions upon applying for a stall at the event, and are required to fully comply with the conditions outlined.

Booking deadline: 31/01/2021
 

Please use full name (i.e. no abbreviations / acronyms).

This information will assist with stall groupings and placement.

This is the name of the individual from your club/department who will serve as the main point of contact for all communications regarding your stall.

This is where all communication regarding your stall will be sent, including your booking confirmation and Stallholder Guide (containing your stall location, setup time, pack down time, and all other key information for the event).

Please nominate a secondary email address for anyone else involved with running your stall who you would like us to also send logistical information pertaining to the event (including Stallholder Guide, Map, and Run Sheet).

Please view the package inclusions at top of this form before making your selection. Please note that applications for activation spaces will be assessed on a strictly case-by-case basis. Activation spaces are extremely limited, and will be allocated at the Guild’s discretion based on a wide range of logistical factors, including event tone and theming, space availability, power availability, health and safety restrictions, traffic flow, event layout, and contribution to the event as a whole.

Please note that no equipment is supplied by us other than the standard trestle table. Any other equipment you intend to use 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, OH&S regulations, and space restrictions. If your planned equipment and stall set-up has 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.

Please note that no food or beverages are to be SOLD on the day (giveaways only), and the only forms of food permitted must be pre-packaged, commercially purchased, non-perishable and individually wrapped (e.g. lollypops, ramen noodles, etc.)

Requests to play music are subject to approval, and may be affected by the number of other stallholders playing music across the event as a whole. Successful stalls will be informed with their stall confirmation. Please also note that no power is available for speakers or stereos, so only battery-operated devices may be used.

Clubs and departments are strongly encouraged to also participate in Virtual O-Day as well as the physical event on Feb 24, and may book their virtual stall ("channel") here. Virtual O-Day will be held online using the platform Discord, on Tuesday 9th March from 4:30pm - 7pm. Further information about Virtual O-Day and how to operate your virtual stall via the Discord platform will be provided in your Stallholder Confirmation Guide. We will also run a Discord Trial & Channel Set-Up Day for all stallholders on Thursday 4th March (time TBC).

 

By opting to book a stall at Virtual O-Day, please note that a minimum of one club committee member or department /staff representative must be committed to being available between 4:30pm - 7pm on the 9th March in order to run your channel live. You may nominate up to three representatives of your club/department who will be responsible for actively engaging with students, answering questions, sharing content and collecting contact info from students interested in knowing more about your club (or department or faculty, as applicable).

Please refer to the Guild O-Day Terms and Conditions HERE.