Room usage.
Teaching rooms can be booked for general meetings, committees, film
viewings*, board games, readings, lectures and classes.
Gambling is not permitted.
Clubs/Societies are
not permitted to provide food and drink in teaching rooms.
If an event requires refreshments,
we recommend the use of the
University’s Catering Services.
If the event is not being
catered by any of the University Catering Services, it is the
responsibility of the organiser to ensure that outside caterers
comply with University
food safety
guidelines. Alcohol may not be bought, sold, or consumed.
Teaching rooms are not
suitable for receptions, parties or performances.
If you are planning a social function or performance event, please
contact the SU for information regarding their venues,
or Venue Essex. The Arts Office may be able to provide assistance with
performance or rehearsal space.
We do not book rooms for studying.
The University has open access spaces that can be used for studying
(e.g. the large reading room in the Albert Sloman Library).
We are unable to book rooms to individual
students, or groups of students, for this purpose.
No
Charges.
Any event in a
University teaching room must be open to all members of the
University community. Under no circumstances can
there be any entry fee, charge, or
donation, whether
requested or suggested.
* Please be aware that as well as a
licence from the copyright holder of the film, a licence is also
needed to exhibit films, this is part of the Licensing Act 2003.
"Under the Licensing Act 2003, a licence is required to provide
‘regulated entertainment’ to members of the public or a section of
the public and for members of a club and their guests. One of the
descriptions of ‘regulated entertainment’ is the exhibition of a
film."
http://www.independentcinemaoffice.org.uk/resources/runningacinema/non-theatricalexhibition/licensingact2003
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What times will rooms be available?
Teaching rooms are available for
booking by student societies outside of teaching hours during
the following hours in term-time:
Monday to Friday 19.00-23.00hrs & Weekends
09.00-23.00hrs.
It may be possible to book a room
before 19.00hrs during teaching hours, but this is dependent on
availability and the Timetable Office may reject such requests if
there is a shortage. Any booking which
would involve an activity that could disturb others must be made in
the times stated above.
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Are long term bookings allowed?
Clubs & Societies may request a
regular booking out of teaching hours until the end of the current
term. Such bookings are made on the understanding that the room will
be used for the stated purpose on each date it is booked. If the
room is left empty, the Club or Society may be held responsible for
any losses which occur in any vacant room booked in their name.
If you have made a regular booking but do not
need the room on a particular occasion, then
please ask the Timetable Office
to cancel the booking so that others
may book the space.
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Can
we invite a guest speaker?
Yes. If you are inviting an external
guest speaker to your event, you must complete
the online booking form and present it to
the
University’s Security Manager (Room 4N.6.11) at
least two weeks in advance. In accordance with the duties imposed upon it by
Section 43 of the Education (No 2) Act 1986, the Council of the
University has instituted a
Code
of Practice regarding the use of University premises for
meetings and other activities of the type specified in the aforesaid
Act. It is the responsibility of the society to ensure that the Code
of Practice is adhered to, when inviting external guest speakers.
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Can
we use the audio-visual facilities?
Yes – keys are required to access the
AV cabinets. Please ask at the SU Reception for more details. You
will be required to complete a form and leave a returnable deposit.
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How to Book
a Room.
We operate a two working
day turn around policy.
Please follow these easy steps to book a room:
- Please
complete and submit an
online room booking form
remembering to
include your contact details (please use your
University email address), purpose of the booking and your
capacity/AV requirements.
- Standard room
booking requests: Once
submitted, the form is e-mailed to the SU initially, who will
forward the form to CTO after verifying that the Society is
registered with them. The SU will also confirm that the student
booking the room is a registered official of the Society. Once
CTO have processed the booking,
a confirmation will be e-mailed to the
Society official.
- Non-standard room booking requests
(External Speaker invited):
Complete the online room booking form. Ensure the information
required for the guest speaker is filled in on the form. Once
completed print out the form
and take to the University’s Security Manager (Room 4N.6.11)
for authorisation, and then to the Students'
Union. Return the completed and signed form to the
Timetable Office (Room 6.101) during opening hours
(10:00-13:00 and 14:00-16:00 from Monday to Friday).
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