Overnight Events Portal

Welcome to the Arc Club's Overnight Events Portal! This page has everything you need to run an amazing time away from home with your Club Members.

REGISTER YOUR CAMP HERE

Arc Clubs REQUIREMENTS for 2025 Overnight Events

All Attendees Must:Clubs Must:
- Sign an Acknowledgment of Understanding
of the UNSW Student Code of Conduct
- Complete a Risk Assessment
- Sign a Terms, Conditions, Release & Waiver - Register your camp & meet with Arc Clubs for a mandatory Overnight Events Consult
- Complete an Online Gendered Violence Training- Send a Pre-Departure Briefing to all attendees and Arc Clubs
- If alcohol is provided, at least 1 valid RSA certified Facilitator per 50 attendees
- If alcohol is provided AND under 18 people are attending,
arrange for wristbands to be handed out to all OVER 18 attendees
- Submit a Post-Event Report to Arc within 72 hours after the event

Thinking of hosting a camp? You MUST register your event HERE!

Want to double check you've got everything? Book in for a Club Overnight Event consult with the Arc Clubs Team HERE

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. 

Overnight Event Planning Templates & Examples

Overnight Events Checklist

Make sure you've got everything sorted to make your camp run smoothly!

Access Here!

REQUIRED | Pre-Departure Briefing

Let your attendees know all the key information before they head off!

Access here!

Terms, Conditions, Release & Waiver Template

A template for setting out the conditions of entry and expectations for your event!

Access Here!

Overnight Event Runsheet Template

Make sure everyone's on the same page with our comprehensive runsheet template!

Access Here!

Consent, Alcohol & Safe Spaces

Many camps serve alcohol to campers and that is totally fine but there are some things you need to be aware of when you’re serving alcohol.

Access Here!

REQUIRED | Post-Event Report Form

REQUIRED - Please submit within 72 hours after the conclusion of your event

Submit Here!

Access to Training

Gendered Violence Training

This training will raise your awareness about gendered violence, so we can ensure everyone feels welcome, respected, and safe in our Clubs and at our events.

Enroll Here!

First Aid Training Providers

Link to all accredited HLTAID003 (Provide First Aid) providers. Remember Arc will provide a grant for 50% of the cost of completing First Aid Training!

Register Here!

Responsible Service of Alcohol Training Providers

Link to all NSW approved RSA Providers. Remember Arc will provide a grant for 50% of the cost of completing RSA Training!

Find a Provider!

Mental Health First Aid Training

MHFA Training is often ~$300 with external providers but as a Club Exec you can complete this training for only $20!!

Register Here!

Relevant Contacts

Clubs Coordinator (Wellbeing & Grievances)

Dashie Prasad

P:02 9065 0970

E:d.prasad@arc.unsw.edu.au

Clubs Manager

James Wilson

P:02 9065 0970

E:j.wilson@arc.unsw.edu.au

Further Resources: 

Related Sections of the Arc Clubs Handbook

  • Section 15 – Managing Risk
  • Section 16 – Arc Clubs Alcohol Policy
  • Section 17 – Insurance
  • Section 21 – Incident Reporting
  • Section 22 – Managing Club Events
  • Section 22.1 - EDI & Cultural Sensitivity