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!
1. Consider which room is most appropriate for your activity
Through the Students' Union you can book Student Union owned spaces and many University lecture rooms and seminar rooms. You can take a look at the layout of the rooms and their capacities through here: Learning Environments’s albums | Flickr. You might also consider booking JC's Y Twyni and other venues, which are excellent spaces for more social activity. You can take a look for further information here: Your Spaces.
We can facilitate most teaching spaces on both campuses, however, we have priority of certain Seminar and Lecture Rooms (further information later on). If possible, try bear in this in mind when requesting.
As a general rule of thumb, Lecture Rooms are larger and would be most appropriate for any bookings with larger than 40 people or if more open space is required. Seminar Rooms are most appropriate for 40 people or under. When looking at bookings the SU booking team will look at the details you specify on the form such as number of people expected, technical requirements etc. So if we feel the details don't match the room you've requested, we may place you in an alternative space.
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
2. Consider which time is best for your booking
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.
3. Complete Risk Assessment
You must ensure your Student Group has submitted a Risk Assessment for us to facilitate your booking. Your student group may have submitted a Standard Risk Assessment for your group's activity already. In this case, you would not need to re-submit, however, for anything not included in that initial Risk Assessment, you will need to submit a new one. For example you may be holding a particular event, with high footfall which may escalate the likelihood of risk occurring, this is when you would need to submit a new Risk Assessment.
For further guidance on producing a Risk Assessment you can navigate to here: Writing Risk Assessments
Once completed, you can attach it to the room booking form, if necessary.
4. Familiarise yourself with the Terms & Conditions
Please pay attention to the Room Booking Terms & Conditions and click the checkbox on the form, once understood. If Terms & Conditions are violated you will be issued with a warning, then Strike on your Student Group. If you receive 3 strikes, we will suspend your rights to book a room with us and possibly take further action.
The Terms & Conditions are as follows:
5. Consider all aspects of the form
To book a room or space on campus, you need to fill in the Student Group Room Booking form.
You must submit 10 working days' in advance of bookings or we may not be able to facilitate
If you are hoping to have an external speaker, an extra process needs to be followed. More information can be found here: External Speakers & Guest Lectures. Once the form is completed, you can attach to your initial booking request.
Once submitted, and if all the Terms & Conditions are followed, we will 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.
You will get a notification from the room or venue sending a calendar invite to your Group's email address.
We email all correspondence regarding your booking request to your Student Groups' email address, so please check regularly!
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 to facilitate. You can get in touch with us any time to chase up your booking by contacting firstname.lastname@example.org or by creating a ticket at hello.swansea-union.co.uk!
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