Last updated 31 Aug 2026.
The Union has meeting rooms, rehearsal rooms, a theatre, a nightclub, and a bar available to book for a wide variety of events.
When you get in touch with us to discuss your booking, we’ll recommend the best space for your requirements based on the type of event and expected attendance. All bookings are subject to availability and alteration.
How to book
Meeting Rooms, Rehearsal Rooms, Society Spaces
- Societies, Union officers, school presidents, academic schools, and University professional service units are each entitled to six hours of free room booking per week. Networks are entitled to 30 hours of free room booking per week.
- The allowance applies to the top-level group – subcommittees or teams within a group or department share the same allowance.
- Where two groups are collaborating on an event, one must be nominated as the ‘lead booker’ and will use their free allowance on the booking. They will also be liable for any costs incurred. Different groups’ free hours cannot be combined to create one longer booking. Groups cannot share bookings or ‘donate’ hours to other groups.
- Where a society is collaborating with an external group for an event, it is at the Union’s discretion as to whether the booking is treated as the society’s or the third party’s.
- To be considered the society’s booking, we expect the affiliated group to be leading all aspects of the booking, not just hosting a third party.
- Affiliated groups’ booking administrator (usually the group’s secretary or administrator) can request bookings on Resource Booker.
- You’ll get an email when your booking is confirmed or rejected – your booking is provisional until this happens.
- If you need to book more than your free allowance, email [email protected]. The cost for this will be quoted at time of booking.
- Everyone else should email [email protected] with information about your group, the time you need, and what you’d like to use the space for.
- Bookings include set up and take down time – for example, if you book 1-2pm, you can enter the room at 1pm and must have left by 2pm, as another group may book the space before or after you.
- Booking these spaces requires three working days’ notice.
Any other events
Email [email protected] to discuss your requirements. These bookings require at least four weeks’ notice, but the earlier the booking, the better.
Bookings for these spaces are not included in the free allowance, and the cost will be quoted at time of booking based on your requirements. Grant funding is available to affiliated groups to help cover costs for larger events.
Tidiness
Rooms must be left exactly as they were found, with tables and chairs laid out per the diagram on the wall, and any litter or personal belongings removed. Any damage must be reported to Reception as soon as possible, and always by the end of the booking.
No glitter, glue, or paint are permitted.
If you need something else in the room (like different furniture or a cable), please ask when making your booking or at reception – please don’t move things between rooms yourself.
Leaving a room in an unfit state will result in a charge being imposed as detailed in the pricing schedule.
Bake sales
If you’re hosting a bake sale in the piazza:
- You must sell only home-baked goods with clearly-labelled ingredients and allergens in bold print, or pre-packaged ready-to-eat cold food.
- Goods sold at the stall may only be eaten off site or in line with Union rules on food in the building.
- No items requiring heat, refrigeration, or preparation on site may be sold (e.g. no hot food and drinks, etc).
- People preparing and selling the food must be familiar with the safety guidance from the Food Standards Agency.
Film screenings
We hold an MPLC Blanket Licence which allows affiliated groups to show movies and TV programmes. This means:
- You can use the programme or film title and character names on advertising in direct communications to people that you know (i.e. your society’s members) by email or letter. You can also use this information when responding to direct enquiries from individuals such as by email or instant messaging.
- You can also advertise a “Movie Night” or “Students’ Movie Night”, for example, to the public, if no film title or character names are use in the advertisement.
- You cannot use the programme or film title and character names publicly on a website or social media account, billboard, advert or any other publicly visible media.
- You cannot charge admission for a film you are showing.
- You must only show legally obtained works.
- More information: Search licensing questions
Risk assessment
Activities beyond small social gatherings and meetings may require a risk assessment, outlining all the hazards which participants may be exposed to and control measures to manage the risk. Please ensure you give a full and accurate description of your booking when enquiring so we can advise if this will be required. The Union may stop any activities it deems to be unsafe (whether risk assessed or not), and no refund will be due in this case.
Equipment must be operated safely and be accompanied by an appropriate inspection record where applicable (e.g. PAT certificate for electronics).
We will also require a certificate of public liability insurance from any non-affiliated booker, and food hygiene certificates if any food or drink are involved in your booking.
External speakers
If you have someone unaffiliated with the Students’ Union or University of St Andrews speaking at your event, you need to let us know who the person is and await our approval before confirming the booking. Check the External Speakers Policy for further information and the forms to complete.
Cancellation policy
Bookings cancelled with less than three working days’ notice will be charged the full quoted fee.
Bookings cancelled with less than eleven working days’ notice will be charged half the quoted fee.
Other notes
- The description you provide when booking the event must be accurate, and you must only use the booked spaces for the described purposes.
- Permission is required for any photography or other recording within the premises. Recordings taken at your event must not include anyone without their consent.
- You must seek separate permission to use the Union’s logos and branding, or to put up posters/signage/other decorations around the building.
- Selling goods on site may require a licence from Fife Council. This will be advised at booking time.
- Many spaces have built-in AV. These are provided on a best-effort basis for you to use yourself.
- Please use the provided control panels and do not adjust any cabling.
- Remember to turn off the system when you leave.
- AV in The StAge or Club 601 is only available with a venue technician on site for the duration.
- Decorations, set, and props must be suitably fireproofed and stuck up in a way which does not cause damage.
- Everyone – attendees and organisers, whether they are part of the Union or not – is expected to follow the Union attendee terms.
- The Union shall not be liable for disruption, postponement, alteration, or cancellation arising from circumstances beyond its reasonable control.