# Risk Management

**Source**: https://rusu.rmit.edu.au/club-leader-resources-risk-management/
**Parent**: https://rusu.rmit.edu.au/club-leader-resources-home/

### Club Leader Resources

# Risk Management

### Risk Management Resources & Processes

At RUSU, we want all clubs to run safe, successful, and compliant events. Below are the essential resources, forms, and guidelines to help you manage risk effectively when planning your events. By following these guidelines and using the provided resources, you can ensure your club events are safe, compliant, and enjoyable for everyone! If you have further questions, don’t hesitate to contact us.

Event Risk Management Assessment (ERMA)

**What is it?**\
The ERMA is required for all club events (on or off-campus), except for regular administrative meetings.

- Events without approval must NOT proceed.
- No ERMA = No insurance. Without approval, club leaders can be personally liable for damages and costs.\
  \

**Important Notes:**

- Failure to submit an ERMA or proceeding with a denied event may result in loss of club privileges or student misconduct charges by RMIT.
- Clubs planning overnight activities (e.g., camps) must also submit the Club Camp Prep Form.

[Form: ERMA](https://forms.office.com/r/atHeySpfei)

Child Safety Requirements

If your club opens its events or membership to students **under 18 years of age**, you must meet the Child Safety requirements outlined in the [Child Safety Section](https://rusu.rmit.edu.au/club-leader-resources-child-safety/).

Security Event Risk Assessment (SERA)

Certain events may require a Security Event Risk Assessment (SERA). A SERA may be required for events that meet any of the following criteria:

- Alcohol is served
- Events occur at night or on weekends
- Events are open to the public
- Large crowds or VIPs are expected
- Events held on the B80 Rooftop\
  \

**\*\*\*NEW\*\*\*** For on-campus events, all ‘protests and related activities’ (including if the topic is controversial and may attract protests) now require a SERA to be filled out, however this does not necessarily mean that the Club will be required to pay for security – this just allows security to be aware of it. If you are unsure if this may apply to your event it is recommended that you just fill it out.\

**How to Apply:**

- Your booking department (e.g., Venues, RUSU) will usually advise if a SERA is required.
- **\*\*\*NEW PROCESS\*\*\*** The SERA form is now online, you no longer need to email RMIT Security (although they will follow up), the form can be found [here](https://apps.powerapps.com/play/e/default-d1323671-cdbe-4417-b4d4-bdb24b51316b/a/6109cce1-1789-4b1e-b09c-2c4857868cde?tenantId=d1323671-cdbe-4417-b4d4-bdb24b51316b&source=sharebutton&sourcetime=1747291434078).\
  \

**Important Notes:**

- Cost: $60/hr per security guard (minimum 4-hour shift, paid by the Club).
- 1 Security guard is required per 100 attendees (less than 100 attendees requires 1 guard, 100-200 attendees require 2 etc.)
- **SERA Form Tip**: Clubs **do not** have a Cost Center/Internal Order Number (ION). Instead in the Cost Center field you can put the Clubs official name)

Food Safety Requirements

##### Food Safety Training

Ensure club leaders and volunteers complete basic food safety training:

- Free Online Course: [DoFoodSafely](https://dofoodsafely.health.vic.gov.au/index.php/en/)

##### Food Event Registration

**If you plan to prepare or sell food at an event, clubs must:**

- Where high risk foods are involved but the food is genuinely free of charge to attendees\*, notify the Council of the Local Government Area through [FoodTrader](https://foodtrader.vic.gov.au/)
- Where the club will sell\* food (even low risk foods), register as a temporary food business via [FoodTrader](https://foodtrader.vic.gov.au/)
- Always ensure hired caterers that come to your event to prepare and serve food are registered with [FoodTrader](https://foodtrader.vic.gov.au/)
- If you are unsure if you need to notify/register, complete an application and [FoodTrader](https://foodtrader.vic.gov.au/) will let you know.

\**Sales of food encompass any form of financial exchange.*This includes situations where the food is free but attendees must purchase a ticket to attend, or where food is free but access is limited to members who have paid a membership fee, such as for exclusive events.

##### What are “High-Risk” Foods?

High-risk foods include:

- Meat, chicken, seafood, or dairy products
- Eggs, salads, processed fruits, and vegetables
- Curries, casseroles, and cooked rice/pasta dishes
- [Find out more here](https://foodtrader.vic.gov.au/community-groups-fundraisers/)

\
Your club Event Risk Management Assessment (ERMA) does not cover clubs for this level of risk management.

Responsible Service of Alcohol (RSA) & Liquor Licensing

Events serving alcohol must follow RSA guidelines and may need a temporary liquor licence – see below resources for more detail:

**RSA Resources:**

- [RUSU Club Events & Alcohol: Liquor Licences & Risk Management](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/1_RUSU-Clubs_Alcohol_Liquor-Licences_Risk-Management.pdf)
- [RSA Principles](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/2_RSA_Principles_poster.pdf)
- [RSA Required Signage](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/3_RSA-Required-Signage.pdf)
- [Approved forms of ID](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/4_Approved-forms-of-ID.pdf)
- [No Alcohol past this point Signage](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/5_No-alcohol-past-this-point.pdf)
- [Free Water Signage](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/6_Free-Water-poster.pdf)
- [Drink Spiking Signage](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/7_Drink-Spiking.pdf)
- [Drink Spiking Information](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/8_prevent-drink-spiking-for-staff.pdf)
- [Drink Spiking – What To Do](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/9_What-to-do-when-someone-has-been-spiked_V1.pdf)

**\
Translations Available for Vic Alcohol Laws:**

- [Chinese](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/10_sign_chinese_victorias-alcohol-laws.pdf)
- [Hindi](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/11_sign_hindi_victorias-alcohol-laws.pdf)
- [Vietnamese](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/12_sign_vietnamese_victorias-alcohol-laws.pdf)

\
Use [this link](https://www.vic.gov.au/do-you-need-liquor-licence "Original URL: https://www.vic.gov.au/do-you-need-liquor-licence. Click or tap if you trust this link.") to find out if your event might require a temporary liquor license, if you are unsure reach out to your Clubs Officer for advice.

For links to certified RSA trainers, please see [www.vic.gov.au/approved-training-providers](https://www.vic.gov.au/approved-training-providers)\
\

To get or find your USI (Unique Student Identifier) go to [www.usi.gov.au](https://www.usi.gov.au/)

Medical Consent Form

If your club is organising a camp or high-risk activity, you may need to collect medical consent forms to ensure attendee safety.

[Download: Medical Consent Form Template](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/13_Medical-Information-consent-form-RUSU-Clubs.docx)

Insurance

RUSU Clubs are covered under RMIT Public Liability Insurance, but only for approved events with completed Event Risk Management Approval (ERMA) **.**

Find out more about RMIT insurance with the following guide.

[Download: RUSU Club Insurance Guide](https://rusu.rmit.edu.au/wp-content/uploads/2025/03/14_RUSU-Clubs-and-RMIT-Insurance.pdf)

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