How do I book a room for a non-student society event?
Students wishing to request central spaces, unrelated to a student society, must go via their local school office. The local school office will then make the request on behalf of the student and will continue to be the liaison contact.
We will not accept requests direct from students; undergraduate or postgraduate.
How much notice do I need to give for an event request?
The minimum notice period between placing the request and the date of the booking is 2 weeks.
We simply cannot process requests with less than 2 weeks notice due to several important factors:
portering requirements - ensuring that there is appropriate staffing to set-up, and set-down, space and to oversee the event
cleaning requirements - likewise, all space needs to be thoroughly cleaned (in some cases ready for teaching the following day)
AV requirements - specific AV needs have to be sorted ahead of the booking
heath and safety - we need to assess all booking requests for appropriateness
miscellaneous - behind the scenes efforts are often required to ensure appropriate heating etc.
While we appreciate that societies may face circumstances whereby they cannot place the booking within the notice period societies should also appreciate that, in these instances, we, too, cannot get all of our requirements in place in time for the booking.
If you need to cancel or change your booking you must inform firstname.lastname@example.org as soon as possible. If you do no give sufficient warning of cancellation then you will be liaible for the extra staffing costs, regardless of whether the event takes place.
Why have we been told to go via the University Conference Office?
Some events lend themselves to being orchestrated and overseen by the University's official Conference Office, as opposed to just getting the location/portering/equipment arranged by ourselves. For example:
Large events (in the hundreds), which include numerous external attendees (ie. other Universities etc.) and the general public, should go via the Conference Office.
Likewise, this is also the case for particularly logistically complex events (with various elements, catering, locations etc.).