Student Club & Society Room Bookings

Central teaching rooms, not pc labs, may be booked for use by student clubs and societies through the Central Timetable Office, CTO.

The Barbecue can be booked from the Estate Management Helpdesk, room 6.003.

Who can book a room?

Teaching rooms are available for booking only by Student Union ratified Clubs and Societies. The person requesting a booking must be an official of the club/society.
Unfortunately, we are unable to book rooms for other groups or individual students for any purpose, including academic or study related purposes.

Please click this link for our Student Club and Society Room Booking Terms and Conditions

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What can we book a room for?

Teaching rooms can be booked for general meetings, committees, film viewings, board games, readings, lectures and classes.

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 .

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.

No Charges.

Any event in a University teaching room must be open to all members of the University community. There can be no entry fee, charge, donation or such requested or suggested under any circumstances. Gaming/gambling is not permitted. Alcohol must not be consumed.

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What times can I book a room?

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.

Can I make a regular booking?

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, you must let the Timetable Office know as soon as possible to cancel the booking so others can book the space.

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.

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

Bookings can be made in advance up until the end of the current term. We operate a two working day turn around policy.

Please follow these easy steps to book a room:

ONLINE BOOKINGS (Summer bookings from Mon, 19th March)

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 actioned the booking, the form 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) to authorise the event on the downloaded form. Return the completed and signed form to the Timetable Office (Room 6.101) during opening hours.