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Meeting and rehearsal rooms

  • Affiliated societies and subcommittees can book up to 6 hours per week through the room booking system.
  • More hours per week can be booked with approval from reception, or DoSDA@.
  • Online bookings are provisional until you receive a confirmation email.
  • Individual students and external groups can book a meeting or rehearsal room by contacting SArooms@.

Commercial venues

  • To book a commercial venue in the Union, please click here.
  • This includes our bars, cafes, and The StAge, as well as any booking that requires catering or alcohol.
  • Venues must usually be booked 2/3 weeks in advance.
  • If your venue booking requires technical support, you will need to discuss this with Ents Crew via ents@ at least 2 weeks in advance. This includes any event with a DJ.

If you need to be added to the system to book a room please email DoSDA@ or DoES@.

University spaces

University space booking information can be found here.

Affiliated societies can book rooms in University buildings between 6pm-9:30pm Mon-Fri. To do so, send a completed booking form and terms & conditions to reservations@. Note that weekend bookings incur an out of hours charge at a rate of £22.55 per hour, with a four hour minimum.

For bookings before 6pm on weekdays (except Parliament Hall), instead contact timetabling@.

For large-scale events, or events with requirements beyond a room booking (e.g. barbecues, outdoor events, prestigious events, or events where tickets are being sold to the public), contact the University Events Manager at UniEvents@.

Additional information

  • Rooms must be left the way they were found, with chairs and tables back in their original place, and no litter.
  • Do not take furniture from another room; if you need extra furniture, notify a porter.
  • If using the audiovisual equipment, turn it off before you leave. Do not remove any equipment from the room.
  • A £5 fee will be charged to groups who do not leave a space as they found it, or do not show up for a booking without informing the Union in advance.
  • Alcohol purchased elsewhere cannot be brought into the building.
  • Hot food or drink cannot be brought into the building, unless purchased within Rector's Cafe or Main Bar.
  • Do not interfere with fire doors: no door should be wedged open.
  • Any decorations must be fireproofed, and Ents Crew must be informed in advance.
  • Naked flames, including candles, must not be used inside the building.
  • Make sure you are familiar with the evacuation procedure and building rules.

Note that we operate a Zero Tolerance Policy to harassment and bullying.

If hiring a venue with a bar, you have the option of keeping the bar open or closed.

If you opt to keep the bar closed, attendees can still purchase drinks from other bars in the building to bring to your event (excluding Beacon Bar).

We can offer wine or soft drinks on a sale-or-return basis. This avoids the need for a minimum spend, as the bar can remain shut.

You must not bring alcohol purchased elsewhere into the building.

Minimum bar spend
  • If you choose to have the bar open, there will be a minimum spend of £50 per hour or part hour. If less than this is spent by attendees, you will need to cover the difference, up to a maximum of £200.
  • For example, if your event lasted 2 hours, during which attendees only spent £80 at the bar, you would need to pay the (2 x £50 - £80 =) £20 difference.
  • Wine and soft drinks are included in the minimum spend.

There is an additional £50 fee if you require the bar in Beacon to be open, unless the event ends after 9pm Wed-Sat.

Cancellation

If you cancel your event with less than 48 hours' notice, or fail to turn up to your booked event, you may incur a fee. The Bar Manager will email the event organiser to confirm the sum of this fee.

Failure to pay this fee may result in you or your group being unable to book venues in future.

Contact

If you have any questions about bars, contact our Bar Manager, Pee, at SAbar@.

We can cater for small meetings to larger buffets, and sit-down served meals. We offer a range of hot and cold refreshments, including:

  • Hot breakfast rolls
  • Pastries
  • Snacks
  • Buffets
  • Soup and sandwich
  • ... and much more

To book catering, contact our Catering Manager, Sam, at SAcatering@. Please include the following information:

  • Event name, date, location, and organiser
  • Contact details of a person at the event
  • Time catering is required
  • Type of catering
  • Allergies and dietary requirements
  • Which person, department, or society the invoice should be addressed to

Please get in touch at least 2 weeks before your event to discuss requirements. We require catering to be booked 7 working days in advance. Requests with less than 7 days' notice will only be permitted at the Catering Manager's discretion.

Examples of catering prices (per person):

  • Tea and coffee: £1.50
  • Cheese, biscuits, and nibbles: £1.60
  • Olives and feta: £2.00
  • Mini tray bake selection: £0.90
  • Lunch with selection of sandwiches, crisps, fruit, mini tray bake, tea and coffee: £5.50

Note that prices may change depending on market prices. All necessary utensils are included.

Additional costs

On occasion, we may need to charge for equipment hire, such as tables, chairs, or table covers. We can loan a hot water urn with 25 cups for £15.

Cancellation
  • Cancel 7 working days in advance: no charge
  • Cancel 3-6 working days in advance: 50% of the cost will be charged
  • Cancel less than 48 hours in advance: 100% of the cost will be charged
  • Weekend cancellation: as well as emailing SAcatering@, please also call 01334 462700 or 462729.
  • Cancellation due to poor weather: charge will be at the discretion of the Catering Manager

Note that hot food must not be brought into the building unless provided by us.

Some types of event, including club nights and live music, will require multiple security staff if held in StAge and 601.

Minimum security costs:
  • £200 for 3.5 hours, half venue (StAge or 601) – 3 staff
  • £400 for 3.5 hours, full venue (StAge and 601) – 6 staff

The number of security staff required will depend on the expected number of attendees, and the event risk assessment. A live music event on the stage might require a pit barrier, which will be charged at cost.

Note that we do not make money from security charges, we simply pass on the cost. We are required by law to have security present at certain events.

Contact our Building Manager, Phil, at prh@ if you have any questions.