Students Staff

Clubs and societies room booking form

The Students' Union Sports Clubs and Students' Union Societies are a great way to meet people with similar interests or challenge yourself with something new. If you can't find what you're looking for, you can even start your own club or society!

If you're planning a club or society event, please follow the instructions below and give as much detail as you can about your event.

  • Booking a room

    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. Unfortunately, we can't book rooms for other groups or individual students for any purpose.

    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)

  • Room usage rules

    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. We are unable to book rooms to individual students or groups of students for this purpose.


    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.

  • Room availability

    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.

  • Long-term bookings

    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.

Room booking
What type of event are you organising? *
Contact details
Family name *
First name *
Email address *
Name of Society or Group: *
Information about event
On which campus are you holding your event? *
Summarise your event details here:
You may wish to refer to the University's University's Room Booking and Usage Policy [.pdf] *
Will any external guests be present?
Is your event open to anyone under the age of 18?

(If yes, please contact the Health and Safety Office for a risk assessment which must be submitted with this application)

Will there be any event charge, fee, levy or donation?
Will there be any food or drink served?

Colchester Campus catering information. For information about catering at Southend Campus, contact Event Essex.

Will there be any amplified music or performance?
What type of booking would you like to make?
Start time *
Finish time *
Information about required room
Expected numbers/capacity required *
Preferred seating style *

(Please note that we can’t guarantee meeting this criteria)

If there is any reason you need a larger room than the stated seating capacity please let us know
Room preference 1
Room preference 2
I agree that my event will not conflict with the University's Room Booking and Usage Policy [.pdf]*
* required