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Clubs and societies room booking form

The Students' Union Sports Clubs and Students' Union Societies are a great way to meet people with similar interests or challenge yourself with something new. If you can't find what you're looking for, you can even start your own club or society!

If you're planning a club or society event, please follow the instructions below and give as much detail as you can about your event.

  • Booking a room

    To book a room, you must be a recognised officer of a ratified Students’ Union club or society. You can also book IT labs but we will need approval from IT Services before a booking is confirmed. Unfortunately, we can't book rooms for other groups or individual students for any purpose.

    Please book the room at least two working days before you need it. If you have an external speaker, please make your request at least 15 days ahead of your event. To complete your booking, you will need:

    • your contact details
    • University email address
    • full details of your event – including details of any external speakers and the topics they will speak on

    If any details of your event are missing or we feel that your event might not meet the expectations set out in our Event and External Speakers Code of Practice (.pdf), a member of our team will contact you. When making a booking, you must agree to the Room Booking and Usage Policy (.docx).

    Guest speakers

    External speaker(s) must follow the University’s Policy on Academic Freedom and Freedom of Speech (.pdf). You may wish to share this with your speaker(s) before they come to the University so that they are familiar with what we expect.

    Audio-visual facilities

    Keys are required to access the audio-visual cabinets. Please ask at the Students' Union Reception for more details.

    Booking the barbecue

    The barbecue can be booked from the Estate Management Helpdesk. (Colchester Campus only)

  • Room usage rules

    Please ensure you are familiar with the University’s Room Bookings and Usage Policy (.docx). Teaching rooms can be booked for general meetings, committees, film screenings (see below), board games, readings, lectures and classes. Gambling is not permitted.

    Food and drink

    Clubs and societies are not encouraged 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.

    For Southend Campus room bookings contact Event Essex by emailing eventsouthend@essex.ac.uk.

    Social events and performances

    Teaching rooms are not suitable for receptions, parties or performances. If you are planning a social function or performance event, please contact the Students' Union for information regarding their venues, or Event Essex. The Arts Office may be able to provide assistance with performance or rehearsal space.

    Places to study

    We do not book rooms for studying. The University has open access spaces that can be used for studying. We are unable to book rooms to individual students or groups of students for this purpose.

    Money

    Rooms must not to be used for any profit-making activities or commercial gain.

    Film screenings

    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.

  • Room availability

    Teaching rooms are available for booking by student clubs and societies in term-time:

    • Monday to Friday, 6pm - 11pm
    • Weekends, 9am - 11pm

    At the discretion of the University, rooms may be available outside of these times.

  • Long-term bookings

    Clubs and 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 contact Central Room Booking or Student Administration (askthehub-sc@essex.ac.uk) for Southend to cancel the booking so that others may book the space.

Room booking
What type of event are you organising? *
On which campus are you holding your event? *
Contact details
Family name *
First name *
Email address *
Address *
Telephone number (including international dialing code) *
Are you *
Name of Society or Group: *
Information about event
Summarise your event details here:You may wish to refer to the University's Room Bookings and Usage Policy (.docx) *
Will there be an external speaker present?

Note: external speaker(s) must adhere to our Policy on Academic Freedom and Freedom of Speech (.pdf)

You may wish to share this with your speaker(s) prior to their arrival at the University so that they are familiar with what we expect.

You must complete a separate booking form for each event that has an external speaker.

Name of proposed speaker
Speaker's organisation/occupation
Subject of speaker's talk
Will any external guests be present?
Is your event open to anyone under the age of 18?

(If yes, please contact the Health and Safety Office for a risk assessment which must be submitted with this application)

Will there be any event charge, fee, levy or donation?
Will there be any food or drink served?

Colchester Campus catering information. For information about catering at Southend Campus, contact Event Essex.

Will there be any amplified music or performance?
Day and week(s) of term or day(s) and date(s) of proposed booking *

If you do not have external speakers attending and want to book a space for a recurring event, please include all dates and times in this box:

Start time *
(hh:mm)
Finish time *
(hh:mm)
Information about required room
Expected numbers/capacity required *
Preferred seating style *

(Please note that we can’t guarantee meeting this criteria)

If there is any reason you need a larger room than the stated seating capacity please let us know
Audio Visual Equipment
Room preference 1
Room preference 2
I agree that my event will not conflict with the University’s Room Booking and Usage Policy. Room Booking and Usage Policy (.docx).
* required