Booking Spaces on Campus Terms & Conditions

Created by Sam Baran, Modified on Thu, 07 Dec 2023 at 06:13 PM by Sam Baran

The following are the key Terms & Conditions Student Groups must follow when booking and using a space on Campus. Failure to follow will result in appropriate action being taken against the Student Group:

  1. Before booking a room or space on campus you must ensure that your Student Group has filled out a Student Group Standard Activity Risk Assessment form, outlining your Student Groups’ general activity for the year. If you are holding a particular event, that is not captured in the Standard template, a new Risk Assessment should be submitted for the new activity along with a completed Room Booking Form.
  2. You must complete a Room Booking Form 10 working days' prior to the date you are requesting to book a space. 
  3. Any correspondence must come from your Student Groups' email address. Any correspondence the Students' Union send will largely be sent to your Student Groups' email address so please check regularly!
  4. Any space that is booked during office hours must not be used for loud activities, and any noise made must be kept to a minimum.
  5. If furniture needs to be moved for any reason, then all rooms must be put back to the way they were found. Each room has a picture depicting the accepted layout to follow. Failure to do so will incur a fine.
  6. For any out of hour bookings on either campus, there is potential that additional costs could be incurred. Societies and Sports Clubs will be informed of any potential charges before the booking is confirmed to ensure all parties are in accordance before proceeding. 
  7. Do not remove chairs or other furniture from any of the rooms without permission from either the Engagement Department, or the University Estates Department.
  8. Tidy up after your booking, including throwing away any rubbish. Failure to do so can incur a fine. 
  9. If you wish to cancel your room booking, you must do so one week prior to the booking, or else risk incurring a strike.
  10. HDMI cables and AUX cables cannot be provided for your rooms, so you will have to bring your own if needed.
  11. Under no circumstances should alcohol be consumed in any rooms used for teaching. Any alcohol being consumed in licensed premises within Fulton House and Union House (JC’s &Rebound) must be properly risk assessed, and only alcohol purchased from the bars may be consumed. 
  12. Catering cannot be provided in rooms that are used for teaching, unless it has been arranged through Campus Catering. Catering for Students’ Union booked rooms must be previously agreed by the Societies Department, and properly risk assessed. 
  13. If you are inviting an external speaker onto campus, you must fill in the External Speaker Form and submit it at least 15 working days' prior to the event taking place. 
  14. If you are organising a protest, demonstrations or anything similar, you must follow the terms and procedures outlined by the Students' Union. For further information you can access this article: Procedure for organising Demonstrations and Protests on campus
  15. Strikes can be administered to Societies and Sports Clubs when in breach of the agreed to Room Booking Terms and Conditions. Three strikes per term will result either in weekly bookings being cancelled for the following week, or, no rooms will be booked for the Society or Sports Club for the rest of term.

If you have any questions about room bookings, please direct them to:

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