Hold an event or meeting.
Book a space

Request your booking using Resource Booker, or if you're booking for yourself, email sarooms@. Bookings are provisional until you receive a confirmation email.

If you have questions, can't see any spaces in Resource Booker, or aren't affiliated with the Union, email sarooms@.

 

Available Spaces

Spaces can only be booked within our regular opening hours. All bookings are subject to availability and may be subject to change. All the standard Building Rules and Regulations must be followed when using the building.

Meeting and rehearsal rooms

Affiliated societies can book meeting and rehearsal rooms for up to 6 hours per week, or longer, with approval from Reception sarooms@ with additional hours incurring a charge. It's a good idea to block-book at the start of the semester.

Request your society's booking using Resource Booker, or if you're booking for yourself, email sarooms@. Bookings are provisional until you receive a confirmation email.

Venues and commercial spaces

Commercial spaces are venues like The StAge, Club 601, the Union bars and any booking involving bars or catering.

Book at least 2 weeks in advance or 3 weeks if you have technical requirements such as lighting, sound, projections, DJs, etc. If you have technical requirements, you must discuss your needs with Ents Crew at least 2 weeks before the event. Drop into a Users' Meeting at any term time Wednesday from 1-2pm in the Meeting Room on the middle floor of the Union. Make sure to include set-up and tidy-up time in your booking.

Request your booking using Resource Booker. Bookings are provisional until you receive a confirmation email. If you have questions, can't see any spaces in Resource Booker, or aren't affiliated with the Union, email sarooms@.

Planning an Event

Ensure you've read this whole page to know how to handle bars, catering, security, decorations, and technical needs. Here are some other things to think about:

  • When picking a space, make sure it has the right atmosphere and the facilities and capacity you need.
  • You can apply for a society grant if you need extra funding for your event. Email the Societies Officer at socs@ for more information.
  • If your event needs tickets, wristbands, or box office staff, we can help. Read about ticket and wristband printing or email unioncomms@ for more information.
  • Remember to advertise your event!

Event organisers should be familiar with the Emergency Evacuation Procedure and the Room Code of Conduct given by the union.

Book a Space

Societies can book 3 bookings of up to 2 hours a week through Resource Booker, with your booking time including your set-up and get-out time. Any additional bookings will need to be approved by sarooms@

Commercial spaces cannot be booked before noon on the weekend. All booking requests in commercial areas or requiring any support, e.g. catering, tech, etc, must be made at least 2 weeks before your booking. You must contact all relevant departments at least 2 weeks before your booking to arrange food, drink, tech etc.

Any bookings made on behalf of a third party will be treated as if the third party were making the booking themselves. There may be hire costs for non-affiliated groups.

Any group selling items to raise funds for anything other than a charity or Society/Subcommittee must have the relevant license.

No events restricting attendance, e.g. ticketing, may be held in the Main Bar or commercial areas during regular operational hours unless otherwise agreed. Attendees of events held on nights when there is an entry fee to the Union will need to pay this entry fee unless otherwise agreed.

No alcohol purchased from outside the building can be brought into the building. Unless previously agreed, no alcohol may be consumed outside the bar areas. No hot drinks are allowed in any room unless purchased in the building. Unless otherwise agreed with said team, all catering must be fulfilled by The Union's catering team.

Rooms must be left the way they were found, i.e. chairs and tables back in the correct place and no litter left. If the space is not left in an acceptable condition, you will be liable for a fee equal to your original booking fee or higher. Groups with free access will be charged at least £15.

Society Spaces & Meeting Rooms
Affiliated student group 6 hours free per week, £7 per hour thereafter
Networks & Historical Societies (former Subcommittee) 30 hours per week, £7 per hour thereafter
Open Association (inc. Opera Group) £12.00 per hour

Non-affiliated student groups, University departments,

local groups*

  • Small Room - Soc Room A, B, C
    • £15 per hour
    • £45 half day
    • £70 full day
  • Medium Room - Committee, Meeting, Soc D
    • £20 per hour
    • £60 half day
    • £100 full day
  • Small/Large Rehearsal Room
    • £25 per hour
    • £80 half day
    • 140 full day
Other (larger / national groups)
  • Small Room - Soc Room A, B, C
    • £27.50 per hour
    • £85 half day
    • £160 full day
  • Medium Room - Committee, Meeting, Soc D
    • £32.50 per hour
    • £95 half day
    • £175 full day
  • Small/Large Rehearsal Room
    • £65 per hour
    • £195 half day
    • £325 full day
Graduate / commercial company promoting goods to students Native

*Note: University departments can book rooms for the next academic year before the system opens to societies and networks in July and August. However, they can only book rooms for mornings until 1200hrs on Mondays, Tuesdays, Thursdays, and Fridays at that time.

Piazza table
Affiliated Student Group Free if within 6 hour allocation. If over 6 hours,
  • £10 for half day
  • £15 for full day
Non-affiliated student groups and university departments
  • £15 for half day
  • £20 for full day
External Companies Book through native
External Company selling something Please contact sarooms@ to discuss your requirements

*Information about bake sales can be found here: Outdoors

 

Bar Space 
Use of bar space but no bar or catering provided*
i.e Beacon Bar or Sandy's Bar
Affiliated Student Group per hours

Free (included within their 6 hour of time)

or

£25.00 per hour if over 6 hour

Non-affiliated student groups, university departments,

local group

£25 per hour

£75 half day

£140 full day

Other – Large Company / National Group

£65 per hour

£195 half day

£350 full day

*No room hire fee if using Union bar or catering. Only applies to affiliated student groups.

Commercial Companies (sales)*

Yellow Jelly

(exclusive vintage fair booking other than night market

Please contact sarooms@ to discuss your requirements

Pop-up market in Club 601 Foyer

Please contact sarooms@ to discuss your requirements

Catering Vans

Please contact sarooms@ to discuss your requirements

Sales in Piazza

Please contact sarooms@ to discuss your requirements

Food Vendors
  • £100 for a busy night
  • £50/75 for quieter nights booking more than one night
  • Free if there is no clear indication about the footfall

*Price are indicative, Contact Design & Marketing Manager to confirm pricing.

 

Venues and Technician Support

Ents staff can assist on all matters relating to tech, including advising, designing, and operating your event. A crew member is required if you wish to use any of the AV capabilities in StAge or Club 601.

Decorations brought into the building must be fireproofed. Ents Crew can help with this but need at least two weeks' notice, and your decorations dropped off at least 24 hours before your event. There may be a cost for this service. No tape or blue tack can be used to attach anything to painted surfaces.

If you need more equipment than is available in your event's venue, a hire kit is available on request and after training. Email ents@ to enquire. This equipment cannot leave the building. The kit includes:

  • A PA system.
  • Three microphones with stands.
  • Cables for electroacoustic guitars, pianos, etc.
  • An aux cable.
  • Power extension cables for your amplifiers and equipment.
  • All necessary cabling.

A dry hire refers to just the venue with no tech, and a wet hire refers to hiring the venue and its technical abilities. Below are some examples of events and how many technicians would be required.

  • 1 Technician: Speaker/Presentation/Careers Fair/Club Night
  • 2 Technicians: Live music
  • 3-4 Technicians: Events involving complex Lighting, Sound, Visuals/Projections and/or a Stage Manager
Club 601 and StAge* – Venue and Tech
Affiliated student groups, (inc. AU clubs)
  • Dry** hire within 6 hour allocation: Free
  • Dry, over the 6 free society hours: £30 per hour
  • Dry, over the 6 free society hours 1/2 venue: £25 per hour
  • Wet hire including 1 tech: £40 per hour
  • Extra technician(s): Add £18.00 per hour per tech
Non-affiliated student groups and university departments
  • Dry** hire: £40 per hour
  • Wet hire including 1 tech: £50 per hour
  • Extra technician(s): Add £18.00 per hour per tech
External Commercial
  • Dry** hire: £100 per hour
  • Wet including 1 tech: £115 per hour
  • Extra technician(s): Add £18 per hour per tech
External Local (parties, fundraising, darts etc) Please contact sarooms@ to discuss your requirements
Fashion Show (or similar with significant pre-rig or staging) Please contact us
 

 

*Most bookings require both venues to be blocked off even if only using one side (due to noise bleed) so the above charges are for using either or both spaces

**A dry hire means they are required to bring their own PA / music; the booker cannot expect anything other than the venue.

Cancellation Fees

The following cancellation policy applies to room booking fees. To provide sufficient notice, you must email sarooms@. Cancelling a resource booker booking is not sufficient notice.

Failing to attend your booking counts as 0 days notice.

For Non-Commercial Spaces:

User Group Type Working Days Notice
7+ 3-6 0-2
Affliated Student Group No Charge
Other No Charge 100%

For Commercial Spaces:

User Group Type Working Days Notice
7+ 3-6 0-2
Affliated Student Group No Charge 100%
Other No Charge 100%

 

The following cancellation policy applies for service fees and minimum bar spends. Any bookings cancelled with more than 2 weeks notice will not incur any fee. To provide sufficient notice, you must email sarooms@. Cancelling a resource booker booking is not sufficient notice.

Failure to attend your booking counts as 0 days notice. Adverse weather cancellation – cancellation charge will be at the manager’s discretion.

For Customer Safety, Bars, Tech and Catering:

User Group Type Working Days Notice
7-14 3-6 0-2
Affiliated Student Group No Charge 50% 100%
Non-Affiliated Student Group No Charge 50% 100%
University Department No Charge 50% 100%
Other 50% 100%

Additional Services

Bar

 

Prices are dependent on event and for guidance only. Bars will advise on final price after the group have been in touch. 

If the event is cancelled within 2 working days, the group will be charged the full amount. 

Bar Fee Guidance (minimum bar spend)

Simple bar set-up (2)

-Sandy's bar

-Beacon Bar

£60/hour or part hour + £60 for set up and clear up

e.g. Bar 7-9.30 pm = (3 x 60) + 60 = £240

Club 601 half venue (2) 

Below 100 people

£60/hour or part hour + £60 for set up and clear up
Club 601 half venue (4) £120/hour or part hour + £60 for set up and clear up
Club 601 full venue (8) Available upon request, depending on expected attendance
External Bars

Charges will vary, if a large event, there will be no charge

If a small event, price vary depending on event type

   

 

Prices are depend on event and for guidance only. Bars will advice on final price after the group have been in touch.

We can offer wine and various soft and alcoholic drinks on a sale-or-return basis. The Minimum Bar Spends are how much money must be taken by the bar.

If this amount is not reached, you will be charged for the difference. For more information, please email sabar@ to speak to our Bars Manager.

 

Catering

Discuss directly with sacatering@

Ask groups to contact sacatering@ a minimum of 2 weeks before their event to discuss options.

  • Cancel 7 working days before the event - No charge will be incurred.
  • Cancel 3-6 working days before the event - 50% of the cost will be incurred.
  • Cancel 48 hours or less before the event - the full cost will be incurred.
  • Weekend cancellation - please email sacatering@ along with calling 01334462700 or 462729 to confirm the cancellation.
  • Adverse weather cancellation - cancellation charge will be at the manager's discretion.

Various catering options are available, including hot savery, nibbles, finger buffet, tea and coffee, snacks, cakes, etc. We can also cater to a variety of dietary needs. Please note final confirmation of requirements must be sent to at least 2 weeks before your event. For more information email sacatering@.

Customer Safety and Box Office

Customer Safety Fee Guidance

If your event includes alcohol or more than 100 people, you may need a Customer Safety presence. Our CS team are also able to handle ticketing and on-door sales. They will monitor activities and ensure guests follow the venue's rules; they will also handle any behavioural issues that may occur. Our CS team consists of SIA Licensed individuals as well as unlicensed event stewards.

Our standard fee for Staffing events in the Union is £18 per person per hour.

Contact customersafety@ for a bespoke quote for your event.

Box Office

A box office service can be provided, please contact customersafety@ to discuss your requirements.

Cloakroom

A cloak room service can be provided, please contact sabar@ to discuss your requirements.

 

Technical
Tech Fee Guidance

Fashion Show (or similar with

significant pre-rig or staging out

with affiliated groups booking hours

Flat set up fee £175 plus tech time of booking
Theatre production with Tech Assistant Flat fee £600 for affiliated for 3-day booking

Speaker/Presentation/Careers Fair

(1 technician)

Club Night

(1 technician)

1 tech included in wet hire
Live music (2 technicians) £36 per hour

Events involving complex Lighting, Sound,

Visuals/Projections and/or a Stage Manager

(3-4 technicians)

£54-72 per hour

Please note these prices are for guidance only, Ents will advice on final price after the group attend an Ents user group.

Tech Charge in other venues
Any group affiliated or not in any room requiring tech £18 per tech, plus venue booking fee if required**

**Where possible please advice we can leave a projector and microphone in room for them to set-up themselves free of charge.

Equipment availlable as standard in each room:

  • Main Bar and Sandy's Bar - three wired microphones, one aux, XLR/RCA DJ inputs, screens with HDMI or USB-C input.
  • Beacon Bar - two wired microphones, one aux, and XLR/RCA DJ inputs.
Off Site Services

We offer various services off Union property. Our CS team is available to use as security for events in town. The bars team has first refusal on any event on University Property.

Design & Marketing

Our Design & Marketing department can assist with design elements for your event, from assistance in creative design to printing large-scale posters.

Ticketing

We can assist with wristbands, both the design for a personalised or supply of a generic option. We can also sell tickets for your event - see the society website guide for more.

Floats

If you require a float for your event, these can be sourced from the Cash Office. Please ask unionfinance@. Inform us of the purpose, location, and items/charge for purchase.

Useful Contacts