Booking Rooms & Spaces

This guide will offer advice on how best to book rooms for your Student Group to ensure they are submitted correctly and in a timely manner, so we have the best chance of facilitating your booking!

Choosing the Best Room for your Booking

Through the Students' Union you can book Student Union owned spaces like JCs, Cove, Y Twyni, and many University lecture rooms and seminar rooms. You can take a look at the layout of the rooms and their capacities through a Flickr album: Learning Environments’s albums | Flickr. 

We can facilitate bookings in most teaching spaces on both campuses, however, we have priority access to rooms in Fulton House, Faraday and the School of Management. These bookings are sometimes quicker to facilitate

Rooms we have priority over are:

• Fulton House (Singleton) - Lecture Rooms A, B and C and Seminar Rooms 1, 3 and 5
• Faraday (Singleton) - Seminar Rooms E, G and H
• School of Management (Bay campus) - Seminar Rooms 107, 111, 113 & 239

Room Capacities

When considering your booking you'll be asked to state the number of expected attendees. Expected attendance should be realistic. Inflated numbers might prevent us from being able to find a suitable room for you. 

If you feel that your booking will require a larger space that a typical booking of that size due to the style of activity, such as dancing or theatre, please make a note of this within the booking notes. 

Room capacities can be found on the booking dashboard and within the Flickr album linked above in this article. 

Opening Hours

Each university has its own set of opening hours within which rooms can be booked. We can largely only take bookings outside of teaching times. Please ensure bookings are made with these times in mind, to ensure there is a better chance of facilitating. 

Times we can best facilitate bookings are:

• Monday, Tuesday, Thursday and Friday from 18:00-21:00 
• Wednesday from 13:00-21:00 
• Saturday and Sunday from 9:00-21:00 

Please note - All times are subject to availability and change, and the opening and closing times of certain buildings may vary.

Risk Assessments

Each booking should be risk assessed, with a relevant risk assessment submitted within your booking. Your student group may have a standard risk assessment for your group's activity that might not need to be resubmitted with every request. In this case, check with us before submitting your request, as we may reject your request if no risk assessment is attached. 

Incomplete or non-thorough risk assessment may result in your booking request being rejected. 

For further guidance on producing a Risk Assessment you can check out our helpful guide - Writing Risk Assessments 

Terms and Conditions

By submitted a booking request through us, you are agreeing to our Room Booking Terms & Conditions. If these Terms and Conditions are violated you will be issued with a warning, then strike against your Student Group. If you receive three strikes within a term it will result in your bookings being cancelled and no longer taken for the duration of that term, or the remainder of the year.

The Terms & Conditions are as follows: 

1. Your booking must include a thorough risk assessment for your proposed activity. 
2. Your booking must be requested 10 working days prior to the date of your proposed activity. 
3. Noise should be kept to a minimum for bookings take place during typical learning and teaching hours from 8:00 - 18:00.
4. Furniture must not be removed from rooms without prior permission from the SU or University Estates Department, and all furniture should be returned to the standard room layouts, often found on a poster within the room.
5. For any out of hour bookings on either campus, there is potential that additional costs could be incurred. These costs should be agreed upon and paid prior to your booking.
6. Rooms should be left tidy with no litter or equipment left in the room.
7. If you wish to cancel your room booking, you must inform us at the earliest possible moment.
8. Under no circumstances should alcohol be consumed in any rooms used for teaching. Any alcohol being consumed on campus must occur within licensed premises such as JCs, Cove, Tafarn Tawe, the Great Hall. Only alcohol purchased from these bars may be consumed.
9. Catering on campus must be confirmed through Campus Catering services before any order is placed to external caterers. Catering cannot be provided in rooms that are used for teaching. 
10. External speakers (participants presenting content whom are not part of Swansea University) must be made known through an External Speaker Form attached to your room booking request. These requests should be submitted at least 15 working days prior to the date of your proposed activity. In most instances, external speakers are not a problem, but the 15 day allowance must be followed in case additional measures are deemed appropriate by the University. 

Approval

Once submitted, and if all the are followed, we will try to facilitate your booking. As certain rooms are highly requested and may have limited availability, we may suggest a different time or date for your booking. Or we may be able to secure the exact room that you've requested! 

Once a room is secured for your booking you will get a notification from the room or venue through a calendar invitation to your student group's email address. You can also check back on the booking dashboard if you haven't seen an update. 

We try our best to facilitate every booking we can, however, during high pressure work periods, we may be a little slower getting back to you. You can get in touch with us any time to chase up your booking by creating a ticket at hello.swansea-union.co.uk.

Book a Room

Click here to go to your booking dashboard - Your Booking Dashboard.