Students' Union Room Bookings

Form:	Purpose:	Minimum notice and processing time  required:
Room Booking and Event Notification Form	Notify us if your group is planning to host a one-off or recurring event Society/Sport Club bookings for all university and Students' Union rooms Compulsory for all student group events both on and off campus	Two weeks (4 with external speakers, 6 for the O2 Academy or for events over 100 attendance)
External Speaker Request Form	Notify us of any speakers or organisations outside of the university who will be involved in your event	Four weeks
Trip Registration Form	To inform us of key information about your trip, such as destination, time and date. Contains guidance on what to do in an emergency and contacts.	Two weeks
Food Provision Policy	For when you are planning on providing food and drink during your event, including do's and don'ts  Includes an updated food disclaimer that must be submitted back to the activities team.	Two weeks
Under 18s Guidelines	For when you have under 18's present or taking part in an event  For when you have under 18's wanting to have a membership with your student group	Four weeks

 

Term 2 Bookings will be opening from the 22nd November @ 9am - Please do not submit a request before this date unless you have been contacted stating otherwise!

The deadline to submit a request is the 9th December @ 9am, all bookings will then be processed in chronological order

 

Other Booking Requests:

For Staff bookings for all Students' Union rooms, please email us at unionactivities@le.ac.uk

If you are an external organisation or company please email su-sales@le.ac.uk 

How to book a room/space with us

1. Read through the ‘SU Bookings Terms 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 unionactivities@le.ac.uk 
3. Complete and submit the relevant electronic SU bookings forms before the minimum notice period. Completed forms provide the contract of agreement to the terms and conditions of hire (see above).
4. Await confirmation from the Students' Union. Your booking is not confirmed until you have received confirmation.

 

Not sure how to run or market your event?

 

Click here to read more about running Student Group events , including further guidance on:  

• Preparing to run an event
• Running the Event: Documentation
• Running the Event: Extra Considerations
• On the day
• Evaluating the Event

 

Click here to read more about marketing your Student Group Events, including further guidance on:  

• Creating a Brand
• Creating Content on a range of platforms
• Safe Social Media Practices
• Student Group Marketing Examples
• Resources