To book a room, you must be a recognised officer of a ratified Students’ Union club or society. You can also book IT labs but we will need approval from IT Services before a booking is confirmed. Students who wish to book a room for group study or other academic activity should contact us with their department.

Please book the room at least two working days before you need it .All bookings have to approved by the Student’s Union before a booking can be made. To complete your booking, you will need:

• your contact details
• University email address
• full details of your event

When making a booking, you must agree to the University's Room Booking and Usage Policy [.pdf].

Guest speakers

It’s important that you notify the Students’ Union if you have invited, or are planning to invite, an external speaker to your event by completing the External Speaker Notification Form. If your event is taking place in Loughton or the Clifftown Theatre, your notification will be directed to the University.

Audio-visual facilities

Keys are required to access the audio-visual cabinets. Please ask at the Students' Union Reception for more details.

Booking the barbecue

The barbecue can be booked from the Estate Management Helpdesk. (Colchester Campus only)

Please ensure you are familiar with the University's University's Room Booking and Usage Policy [.pdf]. Teaching rooms can be booked for general meetings, committees, film screenings (see below), board games, readings, lectures and classes. Gambling is not permitted.

Food and drink

Clubs and societies are not encouraged to provide food and drink in teaching rooms. If an event requires refreshments, we recommend the use of the University’s Catering Services. If the event is not being catered by any of the University Catering Services, it is the responsibility of the organiser to ensure that outside caterers comply with University food safety guidelines. Alcohol may not be bought, sold, or consumed.

Social events and performances

Teaching rooms are not suitable for receptions, parties or performances. If you are planning a social function or performance event, please contact the Students' Union for information regarding their venues, or Event Essex.

Places to study

We do not book rooms for studying. The University has open access spaces that can be used for studying. Students who wish to book a room for group study or other academic activity should liaise with their department.

Money

Rooms must not to be used for any profit-making activities or commercial gain.

Film screenings

Please be aware that as well as a licence from the copyright holder of the film, a licence is also needed to exhibit films, this is part of the Licensing Act 2003. Under the Licensing Act 2003, a licence is required to provide ‘regulated entertainment’ to members of the public or a section of the public and for members of a club and their guests. One of the descriptions of regulated entertainment is the exhibition of a film.

Teaching rooms are available for booking by student clubs and societies in term-time:

• Monday to Friday, 6pm - 11pm
• Weekends, 9am - 11pm

At the discretion of the University, rooms may be available outside of these times.

Clubs and societies may request a regular booking out of teaching hours covering both the autumn and spring teaching terms. Such bookings are made on the understanding that the room will be used for the stated purpose on each date it is booked.

If you have made a regular booking but do not need the room on a particular occasion, then please contact Central Room Booking to cancel the booking so that others may book the space.