Students’ Union UCL UCL Rooms Bookings and...

Students’ Union UCL

UCL Rooms Bookingsand Speakers

Johnny GloverActing Activities & Skills Manager

(Societies)

Michael ClarkeUCL Room Bookings

Neil MoscropUCL Security



Clubs & Societies RoomsBloomsbury Theatre BuildingOpen Monday to Friday 10am -9pm. Saturday 11am-7pm

2nd Floor Bloomsbury Theatre

Conference Room

Meeting Rooms 204

Common Room – Open to all but not bookable

1st Floor Bloomsbury Theatre

Rehearsal Room


Clubs & Societies Rooms: Lewis’ BuildingOpen Monday to Friday ONLY 10am-9pm

First Floor

Dance Studio Room 101

Second Floor

Kathleen Kenyon Room 201

Media Suite 204 (4 Macs)

Basement

Soundproof Room B08 (Live Music Society)

The Venue(Richard Mully Bar) – 10am – 12pm and 2pm– 4pm ONLY.

After 4pm reserved for club and soc events: booked online via a Venue Request Form.

Above the Huntley Bar

Music practice rooms x2


Clubs & Societies Rooms: IOE BuildingOpen Monday to Friday 10am -9pm. Saturday/Sunday 11am-7pm

Bar Space – bookable for events (venue request form)

2 large meeting rooms

1 small meeting room

1 storage room

You must show UCL ID to IOE main security at main entrance and havepre booked rooms with CSC reception to get keys.

Don’t take furniture from the bar/cafe area please


Additional UCL space bookablevia Clubs & Societies Reception• South Quad pop-up classrooms x 4 bookable every evening from

18:00-22:00pm & at weekends from 08:00-22:30pm( later end timesneed to be requested and may be chargeable with UCL Security.)

• Chadwick G07&G08 classrooms 21:00-23:00pm.

• Christopher Ingold Ramsey LT with seating rolled back for performingsocieties- 2-3 nights a week (days TBC)

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What is Students’ Union UCL?

Music Practice Rooms

Available to all club and society members and UCL students. Bookable oneweek in advance

Media Suite

Accounts set up primarily for Media Societies - but access can be requestedby contacting the Clubs & Societies Reception

Storage Room for deliveries

Reception will contact you to pick up deliveries


Additional Info

Our larger rooms have AV equipment. You can borrow one of our portableprojectors for the smaller rooms

The rooms in the Bloomsbury building also have pianos. Can be booked outby C&S Presidents or Treasurers.

Room Keys need to be signed out from the Bloomsbury/Lewis/IOE reception,your Student ID is exchanged for the key.

Rooms can be booked over the summer during our opening hours, [email protected].


How to book Clubs & Societies Rooms

- Block Booking Application form sent out at the end of each term to presidents(summer for T1)

- You can request up to 12 hours a week across UCLU spaces (6 in theBloomsbury/Lewis/IOE and 6 in UCLU via UCL managed spaces e.g. Roof Garden)

- If you require space for meetings or classroom based activities please requestUCL Rooms

- We reserve the right to move your bookings to accommodate future priorityneeds or cancel your bookings if you fail to turn up, don’t clear up, or are late to 3bookings each term


Clubs & Societies Storage:Bloomsbury

Lockers in Common Room and storage in 212 – availability can be checked via Clubs & SocietiesReception

Archery Range

South Cloisters Basement

Access via swipe card (UCL ID)

Costume Cupboard for Arts Societies

Lewis’ Building above the Huntley bar- access is after 12pm. (4pm outside term time)

Key needs to be signed out from CSC reception

Sports Cages

Bloomsbury Fitness Gym Access via padlock code specific to each cage given to presidents andcaptains


Clubs & Societies Storage:

Queries should be directed to Clubs & Societies Admin [email protected]

We have very limited space and may not be able to accommodate yourneeds.

A full review of storage space will take place in summer 2017 so pleasetidy your existing storage and remove unnecessary items and rubbishor you could lose your storage.


Sports Hall Allocations:

Allocated over the summer.

Based on your usage from the previous year

Term Time only

Sports clubs are given priority as training is a part of core activity.

Bloomsbury Fitness Centre

Somers Town Sports Centre


Requesting Clubs & Societies Rooms: BlockBookings


Block Booking in Advance

You can’t bookthese slots


Clubs & Societies Room Bookings

Ad Hoc & One Off Bookings:

• Only Presidents & Treasurers can book rooms

• Visit the Clubs & Societies Reception

• Ring the Clubs & Societies Reception• 0207 679 7239


UCL ROOM BOOKINGS


UCL Room Bookings

You officially start your tenure as President or Treasurer on

10th June 2017.

Room Diaries for UCL spaces for 2017-18 will be available from

Tues 3rd October 2017.

Bookings for welcome events (1st 2 weeks of term) via [email protected] we’ll liaise with UCL as best we can!



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Go to the UCL Estates websitewww.ucl.ac.uk/efd/roombookings


UCL Room Bookings

Login using your UCL username and password.

Once logged in you can search for bookable space and view your roombooking history.

You can only search for rooms in the current academic year. BUT Clubs andsocieties are only allowed to book rooms for the current term.

Lectures, seminars & tutorials will be booked prior to any student bookingsand will take priority


Search for what’s available

• Enter date and times

• Be flexible with the times - adding ordetracting 30mins can help you finda suitable room

• Enter the number of people youexpect to attend

• You can select a building if you want

• SEARCH


Check it has the facilities you want

1. Does it have a computer?

2. Does it have a projector?

3. Can you move the chairs

4. Recheck the capacity


Booking a Room

If you have not already logged in you willbe asked to

Use your UCL user Id and password


Booking a Room

other information,such as furniturerequests here


Booking a Room

Check times


Planning Ahead• Always leave at least TWO WEEKS for planning

• Have an alternative room in mind - a suitable room will beallocated to you if your original request is unavailable

• Be realistic with numbers attending

• Think of the AV equipment you’ll need & think aboutfurniture

• Get permission for speakers & get speakers booked in -Union needs 10 working days notice (non negotiable)

• 09:00-17:00 bookings - during term time are unrealisticbecause of teaching.


What furniture do you need & where do you getit from?

• e-mail [email protected]

• Do not make unrealistic requests (e.g. requests sent in on the day/eve ofyour event!)

• Think about the rooms you’re using and the space (e.g. don’t drag otherchairs and tables into space/rooms that are too small because a suitablysized room was not available).Please return the room to the original formatat the end of your event.

• Poster boards are available to hire at £10 each- they measure 2mx1m andcan be set up landscape or portrait.


Audio Visual Equipment (AV)

• AV can not be supplied to rooms that do not have it already (e.g.cloisters)

• Clubs & Societies Reception has projectors that you can borrow overnight – email reception. You will need to sign it out

• All centrally bookable lecture theatres & classrooms have all thestandard AV equipment you should need.

• Additional microphones must be ordered in advance using the AVRequest Form.


The Quad• The open side of the Front Quad CAN be booked for pop up stalls and

cultural events but we have to take in account :

• Maintaining emergency access.

• Traffic-there is no parking in the Quad. Deliveries must be booked inadvance with Security-with details of vehicle reg. and driver or theymay be turned away.

• Neighbouring rooms – in particular the Library

• Noise - no amplified music during the working day.

• The Portico can no longer be used to hang banners advertising yourevents. Requests can be made to use the railings out 25 GordonStreet.


Cultural Events/Exhibitions/Conferences &Parties

These are often large scale events attended by students from otheruniversities and members of the public and require more detailedplanning and event support. Contact us early to get them booked [email protected]

Allow yourselves enough time to put all arrangements in place andensure you have completed your Risk assessments(additional activityform) and liaised with Room Bookings and Security (and others-seeform).



Plan for outside events and fairs


Other college spaces

Wilkins JBR & Old RefectoryThe use of the JBR is due to change during summer2017, however the new terms of use are still to be

approved

Wilkins South QuadThis is the area outside the Print room café and is no

longer available to book due to ongoing works.


North and South Cloisters

• Can’t be booked by clubs/societies before 8pm

• You must have a confirmed booking, do not presume just because it isempty you can use the space – there are often evening lecturesfollowed by receptions in these areas

• Remember this area is a thoroughfare and can not be closed off. It isnot suitable for music/rehearsals- due to noise affecting the library


When might we charge?

• For larger events and parties we will usually make a chargeto cover porters setting up, furniture, extra cleaning andsecurity.

• If you are organising a conference using multiple roomsattended by other university students or members of thepublic.

• If security need to stay beyond allocated hours or staff abuilding normally closed.


Things to remember!• The main campus has 24 hr security. Some rooms can be booked beyond

midnight but this must be requested with Security at least 2 weeks inadvance- there may be a charge for this.

• Cooking food in UCL rooms and spaces is prohibited.• Serving food is not allowed in LTs• If supplying food for events, we recommend using Sodexo - otherwise you’ll

need to clean up after yourselves.• Gazebos: UCLU can provide gazebos for stalls (3 small pop ups)• Inform UCL Room Bookings if hiring an external Marquee to agree

dimensions and location. Remember to complete a risk assessment• Leave the room the way it was found. Do not block Fire exits/remove

furniture from rooms. *Don’t jeopardise your societies room bookings forthe future.

• Security contact numbers & email – Additional activity form (RA)



Don't Forget!...• There are over 260 clubs and societies who will request the same

rooms at the same time! UCL Room bookings will book rooms on afirst come first serve basis.

• Room Bookings are happy to discuss any room details or queries youmay have about booking rooms, the process of booking rooms andguidance regarding future events.

• UCL Rooms can only be booked for club and society events/coreactivity . DO NOT BOOK ROOMS FOR EXTERNAL ORGANISATIONS.


Catering• You can organise it through Sodexo (UCL refectory caterer) or

through an external provider – it’s up to you.

• If using Sodexo get a quote, CSC Finance will check that you haveenough money in your account and then will place the order onyour behalf.

• Some UCL Spaces can ONLY be catered for by Sodexo

• If ordering from an external caterer follow the usual orderingprocedure - details in the how to guides


Alcohol on Campus• All detailed in the How to Guide.

• You cannot have alcohol at events in Clubs & Societies rooms

• You cannot sell alcohol at events(ticketed or otherwise) in UCLrooms, unless you notify Sodexo who are the license holder for UCL.They must provide a licensed member of staff to cover your eventor run a cash bar for you. To do otherwise is a criminal offense.

• Allow 2 weeks notice to organise this.

• Non licensed events will be cancelled or alcohol free!


Segregation at events• Can only occur voluntarily

• Freedom of speech is paramount within the law

• https://uclu.org/sites/uclu.org/files/u3876/documents/uclu_freedom_of_speech_on_campus_0.doc


Speakers• External Speakers need to be approved by the Students’

Union• You must tell us if you are inviting a speaker or we will have to

cancel your event – Speaker request form online• Please don’t send a speaker request without the

names/details of the speakers, event, dates etc – there’s nopoint! It will be refused.

• The request should come to us at least 10 working daysbefore the event. Late requests will not be approved. Nonnegotiable.

• UCL students or professors don’t count as external speakers• You must not advertise a speaker event until it’s all confirmed

and authorised by the Students’ Union• Speaker confirmations(yes/no) emailed out once a week


Speakers• Things to think about:• Controversial? Danger of reputational risk to UCL /

Students’ Union/ yourselves?• Balanced debate or one sided speech?• Communication and discussion with Students’

Union and other interested parties• Students’ Union and UCL can/will VETO speakers if

flagged.• Applied fairly to ALL speakers within UCL freedom

of speech policy


Speakers• Forms and Policies here:• http://uclu.org/clubs-societies/resources/clubs-

societies-forms• Briefing and further info here:• http://uclu.org/clubs-

societies/resources/book-venue

• Questions to the Clubs & Societies Reception inthe first instance



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Students’ Union UCL UCL Rooms Bookings and...

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