Room Booking Journey

Commercial Space Room Booking Journey

We require all booking forms for commercials spaces: (Beacon Bar, Sandy's Bar, Club 601, The StAge) to be submitted at least 14 days in advance of your booking unless you have technical or equipment requirements in which case they must be submitted 3 - 4 weeks in advance.

 

Your booking journey:

1. Check our online calendar to see if  the venue you require is available, then fill out our venue booking form(Please refer to minimum booking time above).

2. Our reception team will respond to let you know if your booking has been passed to the Operational Planning Group.

If your booking can’t proceed from this stage the reception team will let you know why.

3.  The Union’s Operational Planning Group will discuss your booking.

The Operational Planning Team consists of a variety of permanent Union Staff and the DoES.

4. During term time someone will be in touch within 10 working days.

You will be informed if your event has been accepted along with any fees involved and information about what you should do next.

5. When your event is accepted you may have to attend an Ents User Group* meeting.

Your event is not fully approved until you have attended an Ents User Group meeting (Ents suggest coming to the first meeting after you submit your booking form, and again two weeks before your event with an update). Ents will then sign off on your event and it will be fully approved. It's then time to start promoting your event.

*You must attend the Ents User Group meeting if you have been asked to do so at least two weeks prior to your event if you have any technical, equipment, DJ or special requirements.  Meetings are held on Wednesdays at 13.00 in the Meeting Room.  Failure to attend this meeting may result in the cancellation of your event, or the inability of our student volunteers to assist with your event.

Contact:

Reception

Please contact sarooms@st-andrews.ac.uk with any general enquiries.

 

Director of Events and Services 

The DoES can be found on the middle floor of the Union in the Sabbatical Office. The DoES can advise you on rough costings, health and safety, logistics, venue hire fee and how to market your event. Organise a meeting with them by emailing does@. 

 

Ents Crew

Please note the Ents Crew Sub Committee are student volunteers and may be able to assist you but are not obliged to do so. They will confirm this with you when you attend your Ent's users meeting.  Bruce Turner the Building Supervisor will also be present at this meeting and can advise on logistics, health and safety and capacities.

If you require a technical consultation to determine requirements for your booking please contact ents@ for further information about the Ents Crew please click here.  

Other useful things to know:

Other rooms:

If you require meeting rooms or rehearsal rooms you can book these here

Services available:

You can find out more about organising events, the rooms and services available to you by clicking here!

On the night

Ents will appoint an Event Manager (EM) who will oversee your event, and takes charge after the doors open. They're here to help, but also know what they're doing. Our doorstaff will also assist - make sure you've got your reservation list and organised a float with the cash office if you need one!