Student Union Room Bookings - Terms and Conditions

We ask you to agree to the following terms of conditions before you book a room with us.

Failure to comply with conditions may result in charges or restrictions to access to the room bookings services.

Contacts:

  • During office hours 09:00 – 17:00, Monday – Friday: 0116 223 1165
  • Outside of office hours: 07551 009 362

Contents:

  1. Booking procedure
  2. SU opening hours
  3. Booking time frame
  4. Process
  5. Alterations and Cancellation
  6. Treatment of spaces
  7. Fair space usage
  8. Rules of space usage
  9. Safety of space usage
  10. Equipment hire
  11. Chargeable services
  1. Booking procedure:

1a – SU opening hours

During term time:
Monday to Friday: 8:00 to 22:00
Saturday: 10:00 to 16:00
Sunday: Closed

Outside of term time are
Monday to Friday: 09:00 – 17:00
Saturday & Sunday: Closed

1b – Booking time frame

Our deadlines operate on the variables that come with booking spaces please see the information below to discern the appropriate deadline for your booking.

There are 4 types of booking:

  • Category 1a – A one off booking within opening hours
  • Category 1b – A one off booking outside of opening hours
  • Category 2 – Large scale event (more than 50 attendees)
  • Category 3 – Repeat bookings (occurs regularly e.g. weekly, fortnightly, monthly)

Category 1a / Category 1b
Only within Opening Hours / Outside of Opening Hours
2Weeks’ Notice (to book the room) / 2 Weeks’ Notice (to book the room)
Anything that goes over normal opening hours will be charged for a duty manager. / Anything that goes over normal opening hours will be charged for a duty manager.
48 hours Cancellation / Cancellation notice: 2 Working Days

NB: These are for simple bookings where it is a simple meeting or you have already submitted all paperwork, these include table bookings.

Category 2 booking

Larger Scale Event (more than 50 attendees)

Requires1 or more of the following: Bar, O2 Technical equipment (e.g. use of the stages, Food, Security, any of the O2 Academy spaces and Guest speakers.

Requires a minimum of4 weeks’ notice.

Cancellation notice:2 weeks before the event, any later than this will incur a charge.

Category 3 Booking

Repeat booking i.e. weekly workshops or meetings

SU bookings will request student group repeat bookings 3 times in an academic year. These will be at the end of each term to identify requests for the next term.

The current deadline for Term 1 2016 is 5pm on 15/07/16

1c – Process:

How to book a room/space with us:

  1. Read through theseTerms and Conditions of hire – you will need to comply with this process to hire a room/table with us.
  2. Student groups must complete and submit the relevant paperwork (event notification, updated master risk assessment, external visitor form, food notification etc) to . See here for further details. You’re room cannot be approved without these relevant forms.
  3. Complete and submit the relevant electronic SU bookings forms before the minimum notice period (See above). This form provides the contract of agreement to the terms and conditions of hire.
  4. Await confirmation from , your room/space is not confirmed until you have received this.

For further information on the SU Bookings process - seeourFAQ section.

Confirmation email information:

  • Providing we have a room to accommodate your request, youwillreceivea confirmation emailabout your room booking, this will detail the time/date/room/equipment you have beenassignedtaking into account both your initial request and room/equipment availability.
  • Please note that bookings are made on a first come, first servedbasis.It will be the case that what you have been assigned is the best option available for your requested needs.
  • The confirmation email provides an agreement that you will have the room according to your requirements, provided you abide by the terms and conditions laid out in this document.

1d – Alterations and Cancellation:

  1. Alterations:If you would like to alter yourbooking after receipt of your confirmation email please respond ASAP with details of the alterations required.
  2. Any amendments to a booking on the day can only be made during office hours, get in touch for amendments.
  3. All emails will be responded to within 3 working days.
  4. Response:If you do not respond to this email we will assume the booking is going ahead as stated in your confirmation, if you fail to use your booked space without formal cancellation your right to book in future will be at risk.
  5. Cancellation procedure SU bookings:
  6. Cancellation notice period: You need to email 16:00 (at the latest) on the day before your booking to cancel. Please remember we have limited space for students and groups to utilise and if you no longer need the space, another group/student can use it.
  7. Failing to cancel a booking: Room bookings operate a strike system,if you do not attend a room booking you will receive a strike. If you /group receives 3 strikes your group will be subject to a £25 fine. Continued bookings that are not cancelled may be subject to you/group being unable to book rooms for the remainder of the term or academic year.
  8. Cancellation procedure Academy room bookings for events (technician, bar and/or security included):
  9. Cancellation notice period: You need to email least two weeks before your booking to cancel.
  10. Failing to cancel a booking: You/your group will be responsible for any charges incurred from the technicians, bar and/or security. These will be dealt with on a case-by-case basis and you will need to meet with SU Bookings to discuss what you will need to pay.
  11. SU Bookings making alterations to your booking: Ooccasionally room bookings may need to change your booking due to other events going on within the SU. We will work with your group to try and accommodate you elsewhere.

2. Treatment of spaces

2a – Fair space usage:

The Students’ Union supports hundreds of student groups - and room availability is limited. On behalf of the group making the booking you will:

  1. Book space for an appropriate amount of time to your needs (e.g. not ‘over book’ space).
  2. Cancel the room booking, as above.
  3. Book a space that is appropriate to your needs (e.g. only booking a larger ‘venue’ space for a rehearsal – not a meeting).

2b - Rules of space usage:

On behalf of the group making the booking you need to comply with the following regulations:

  1. Ensure that the regulations set within the Student group constitution, Code of Conduct and Code of Practice Policies are complied with – see the document here .
  2. Ensure that University Regulations are observed, in particular with regard to misconduct.
  3. Ensure room(s) is/are left in a clean and tidy condition and all rubbish is put in the appropriate bins.If consuming food and soft drinks, please ensure all debris is discarded and furniture wiped down. Please contact the Building Supervisor on 07551 009 362
  4. Ensure that no alcohol is consumed in the room.
  5. Ensure no damage occurs to any equipment, furnishings, fixtures or fittings or this will incur a charge.
  6. Please do not move items of furniture, other than tables and chairs this includes cupboards, equipment, pianos.
  7. Naked flames are not permitted e.g. candles, incense sticks.
  8. Ensure that room capacity is not exceeded.
  9. If using the Dance Studio space you must not use the weight training equipment unless you are registered members of MASS
  10. Users of the Academy spaces (Queens hall, Academy 1 and The Scholar) must not use the stage unless a tech request form has been submitted to allow them to do so
  11. Users of the Academy spaces (Queens hall, Academy 1 and The Scholar) must under no circumstances go behind any of the bars
  12. All meeting rooms close at 22:00 with no exceptions (unless prior arrangements have been made with SU Bookings).
  13. Rooms can only be used if they have been booked via the SU Bookings process.
  14. Listen and adhere to all advice and instruction given by SU staff and/or security.
  15. Any amendments to a booking on the day can only be made during office hours, get in touch for amendments.

2c - Safety of space usage

On behalf of the group making the booking you need to comply with the following regulations:

  1. Ensure that the regulations set within ‘Fire safetyevacuation plan and first aid for student group bookings’ are complied with – see the document here .
  2. Ensure a nominated ‘risk assessment coordinator’ has carried out their checks in accordance with your Master Risk Assessment prior to the start of the event, ensuring all controls are in place.

Non-compliance to any of these regulations may result in charges to the user or removal of the user’s right to use the SU Bookable spaces.

3 Equipment hire:

  • Collecting and returning the equipment: You will need to contact the Building Supervisor to collect and return the equipment, please at no point leave equipment unmanned. See the Contacts section above for phone numbers.
  • Operation and handling: The equipment must be operated and handled according to its needs. Please ensure all those who use the equipment understand how to use it.
  • Your responsibility:Please note that the equipment is the responsibility of your student group throughout the hire period you have requested on your application form.
  • Damage: If the equipment is not returned in the condition the equipment was provided, you/the group are liable for the costs of having the equipment repaired/replaced.

4Chargeable services:

4a - SU charges:

  • Set up that takes longer than 1 hour e.g. 200 chairs in the Queens Hall will be charged at £10.50 per hour of set up time.
  • Use of flipchart and pens £3 per hour of booking.
  • Use of space outside of opening hours (duty manager required on site) will be charged at £10.50 per hour.

4b - Academy Charges:

Charges vary according to your tech requirements. You will need to complete a ‘Tech Request Form’ which is submitted to the O2 technicians who will then provide a quote for your event.

The following are examples of resources that are chargeable:

  • Use of a technician/tech operator
  • Security for large scale events
  • Bar staff for larger scale events

You must agree to this set of terms of conditions before you can book a room, failure to comply with conditions may result in charges or restrictions to access to the room bookings services.