Booking a venue (Callaghan Campus)

The Callaghan Campus Venue Hire Guide provides helpful information for event organisers planning and organising to run events on our Callaghan campus by working together with our Venue Management Team.

Availability

Event organisers wanting to hold events on our Callaghan Campus need to consider holding the event on weekends, during semester break or in the evenings (subject to timetabling) after classes have concluded and to minimise disruption to students and classes. View key university dates.

Booking of teaching rooms within Callaghan Campus will only be approved after a review of timetable needs. Current timetabling has students commencing classes from 8:00am to 10:00pm weekdays.

The University of Newcastle Venue Management Team can provide you with advice and assistance about your event proposal including information about locations available, time-frames, fees and charges and the event application process. Please see below information for our Callaghan campus contacts for each location.

Callaghan Campus

For all enquires and bookings please fill in the venue hire booking form and someone from our events team will get back to you. Alternatively you can contact the Venues and Events team on (02) 4921 6759 or venuesandevents@newcastle.edu.au

The Forum

For all enquires and bookings please contact the Venue Hire Coordinator on Phone: (02) 4921 7001 or info@theforum.org.au

Public liability insurance

It is critical you have the right insurance for your event. You will need to provide the Venue Management Team with a certificate of currency (Public Liability Insurance) to the value of $20 million. The Public Liability Insurance is to be in the same name as the applicant/organisation.

Workers compensation insurance

A workers insurance policy provides an employer coverage in the event one of their employees suffer a work related injury or illness. You will need to provide the Venue Management Team with a certificate of currency (Workers Compensation Insurance). The Workers Compensation Insurance is to be in the same name as the applicant/organisation.

Proof of charity and not for profit status

If you or your organisation is a Charity or a Not for Profit organisation and your event is raising money on behalf of a Charity then you may be eligible for a reduced application fee. You will need to supply a Certificate of Charity or Not for Profit Status and/or a Letter of Authority to Fundraise.

Site plan

A site plan which identifies the layout of your event, placement of any amusement devices, temporary structures such as fencing, toilet and waste facilities and vehicle access needs to accompany your application should this be required. The Venue Management Team will assist with approving the site plan template