Getting started with event approval

Event approval is a support tool to help you streamline the process where club or student-led event proposals are reviewed and authorised by union staff to ensure they meet university policies, safety requirements, and funding or venue guidelines before the event can take place.

How does event approval work on Rubric?

Event approval on Rubric follows a simple step-by-step process. You can refer to the flowchart below for a visual overview.

Step 1: Club submits an event

A club starts by creating an event on the Clubs Portal. To submit an event, clubs must provide:

• General event details, such as:

  • Event name, date, location, description, type, and ticket information
    (Read more about creating an event here)

• Additional event information required by the union, such as:

  • Budget plan

  • Risk assessment

  • Questions related to location, participants, or venue
    These questions must be set up in advance by union staff in a form. Check Add your own event approval questions questions to find out how to set up the event approval questions

Once submitted, the event appears as a draft with the status "Pending Approval" on the Clubs Portal.

Step 2: Event appears on the Admin Portal

After submission, the event will appear under the Pending tab in the Events table on the Club Events Manager page in the Admin Portal.
You’ll also receive an email notification when a new event is submitted.

Step 3: Review the event submission

To review an event:

• Go to the Events table and click on Submission under the Quick Actions column of the event row.

• This opens the Submission Page, where you can see all event details submitted by the club.

From this page, you view all submission details and take other actions related to the event.
(Read more about Managing and reviewing event submissions)

Step 4: If you approve the event

• The club will receive an email with your approval and any notes you included.

• The event will be published and visible to students on the Students Platform, where tickets can be purchased.

• Important: If the club edits an approved event, the status will change back to Pending Approval, and you’ll need to review and approve the changes again for it to go live.

Step 5: If you reject the event

• The club will receive an email with your feedback or notes.

• The event will return to draft status on the Clubs Portal, and shows up in the Rejected Events section on Ticketing Home page for clubs to see.

• The club can edit the event details and resubmit it for approval.