UCLU Rooms Bookings and

Speakers

UCL Rooms Bookings and

Speakers

Michael Clarke / Louise Howitt

(UCL Room Bookings )

Neil Moscrup UCL Security

&

Sam Morris and Ross Kelway

(Clubs and Societies Centre)

CSC Rooms

Bloomsbury Theatre Building

Open Monday to Friday 10am -9pm.

Saturday 11am-4.30pm

Looking at extended Sunday and Saturday opening

from September

2nd Floor Bloomsbury Theatre •Conference Room

•Meeting Rooms 204 and 212

•CSC Common Room – Open to all but not bookable

1st Floor Bloomsbury Theatre •Rehearsal Room

CSC Rooms: Lewis’ Building Open 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

•The Venue(Richard Mully Bar) – 10am – 4pm ONLY.

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

Request Form.

Above the Huntley Bar

•Music practise rooms x2

Music Practice Rooms

Available to all club and society members

and UCL students. Bookable one week in

advance

Media Suite

Accounts set up primarily for Media

Societies (24hr access) - but access can

be requested by contacting the CSC.

Storage Room for deliveries

CSC reception will contact you to pick up

deliveries.

AV

Our larger rooms have AV equipment. You can

hire the CSC projector for the smaller rooms

The rooms in the Bloomsbury building also have

pianos. Can be booked out by C&S and UCL

Students

Room Keys need to be signed out from the

CSC/Lewis reception, your Student ID is

exchanged for the key.

Rooms can be booked over the summer during

our opening hours, email uclu-

csactivity@ucl.ac.uk.

AV

CSC Storage: CSC Pigeon holes: every club and society has one, check it regularly.

Lockers in Common Room– availability can be checked via CSC reception

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.

Key needs to be signed out form CSC reception

Sports Cages Bloomsbury Fitness Gym Access via padlock code specific to each cage given

to presidents and captains.

CSC Storage:

Queries should be directed to Sam

Morris(sam.morris@ucl.ac.uk)

We have very limited space and may not be

able to accommodate your needs.

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

•Astor College Sports Hall

•Somers Town Sports Centre

How to book CSC Rooms

•Block Booking Application form sent out at

the end of each term to presidents.

• You can only request up to 6 hours a week

• If you require space for meetings or

classroom based activities please request

UCL Rooms.

•We reserve the right to move your bookings

or cancel your bookings if you fail to turn up

to 3 consecutive bookings

Requesting CSC Rooms: Block Bookings

Block Booking in Advance You can’t book

these time slots

Ad Hoc & One Off Bookings:

• Only Presidents can book rooms

• Visit the CSC Reception

• Ring the CSC Reception

0207 679 7239

UCL ROOM BOOKINGS

UCL Room Bookings

You officially start your tenure as

President or Treasurer on 1st

August 2015.

Room Diaries for UCL spaces for

2015-16 will be available from

Early October 2015.

Booking UCL Rooms:

•Only PRESIDENTS can book rooms via the online booking system

•All presidents must sign a room booking contract

•Room requests must be submitted at least TWO WEEKS in

advance. Rooms can only be requested on a term by term

basis

•Requests not submitted within this time frame may not be

processed.

•Remember to cancel any rooms you no longer need via email:

roombookings@ucl.ac.uk. Failure to do some may result in a fine.

Booking UCL Rooms:

Book suitable rooms for your activity.

Performing societies should not book rooms near offices

Rooms can not be booked on behalf of external organisations

unless agreed with Room Bookings/ UCLU and a charge for

use of space is likely to be made.

Not all centrally bookable rooms are open at weekends or in

the evening. If there is a specific need for buildings to be open

(i.e. for a conference or special event) please contact

roombookings to confirm charges.

Go to the UCL Estates website www.ucl.ac.uk/estates/roombookings

UCL Room Bookings

•Login using your UCL username and password.

•Once logged in you can search for bookable space and view your room booking history.

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

•Lectures, seminars & tutorials will be booked prior to any student bookings and will take priority

Search for what’s available

•Enter date and times

•Be flexible with the times - adding

or detracting 30mins can help you

find a suitable room

•Enter the number of people you

expect to attend

•You can select a building if you

want

•SEARCH

Check it has the facilities you want

Does it have a computer?

Does it have a projector?

Can you move the chairs

Recheck the capacity

Booking a Room

•If you have not already logged in

you will be asked to.

•Use your UCL user Id and

password.

All highlighted

sections of

form must be

completed.

If your event

has an outside

speaker, enter

their name

here

other

information,

such as

furniture

requests here

Check times

This is not how

many weeks you

have it for

reference

booking id

in e-mails

if you have

a query

about your

booking.

Check which room

you’ve been given

Planning Ahead

•Always leave at least TWO WEEKS for planning

•Have an alternative room in mind - a suitable room will be

allocated to you if your original request is unavailable

•Be realistic with numbers attending

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

•Get permission for speakers & get speakers booked in (Union

needs 2 weeks notice) working days

•09:00-17:00 bookings - during term time are unrealistic

because of teaching

• e-mail roombookings@ucl.ac.uk

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

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

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

What furniture do you need & where do

you get it from?

Audio Visual Equipment (AV)

•AV can not be supplied to rooms that do not have it

already (e.g. cloisters)

•The CSC has a projector that you can borrow over

night – email reception. You will need to sign it out

•The AV department has other portable equipment such

as lapel mics etc which can be hired for a fee.

•Check and plan in advance!

The Quad

The south side of the Front Quad CAN be booked but we have to take in account :

•Maintaining emergency access.

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

•Special events

•Neighbouring rooms – in particular the Library

•Noise -in particular amplified music during the working day.

•Small gazebos can be used for events.

•The Quad/Portico can no longer be used to hang banners advertising your events. Requests can be made to use the railings out 25 Gordon Street.

Wilkins JBR

This room is currently a canteen/ refectory during the

Lower Refectory works.

Old Refectory

This is a coffee shop during the Lower Refectory works

Wilkins Lower Refectory

Closed for refurbishment throughout 2015/16

Temporary Spaces

Main Quad Event Space*

* This space does not appear as a bookable space on the

website. It can be booked for special events-please contact

roombookings in the first instance to discuss your event

and possible charges

Roof Garden Student Social /Study Space)*

*Available to book by UCLU societies from 18:00-22:30pm

in the week and from 8:00am-22:30pm at the

weekends.Later timings must be arranged in advance with

Security and charges agreed as appropriate.

IOE John Adams Refectory

IOE Rooms and Spaces TBC

South Quadrangle

The area outside Print Room Café is used by

UCL and UCLU for small table top stalls and promotional events. Please note due to building works vehicle access is extremely limited.

You will need to request tables from room bookings (roombooking@ucl.ac.uk) which can be provided if you have suitable rain covers – pop up tents.

Always return tables to where you collected them from.

North and South Cloisters

•Can’t be booked by UCLU societies before 8pm.

•You must have a confirmed booking, do not

presume just because it is empty you can use

the space – there are often evening lectures

followed by receptions in these areas.

•Remember this area is a thoroughfare and can

not be closed off. It is not suitable for

music/rehearsals- due to noise affecting the

library.

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 in advance- 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

•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 for the future.

•Security contact numbers & email - risk assessment form

Cultural Events/Exhibitions/Conferences &

Parties

These are often large scale events attended

by students from other universities and

members of the public and require more

detailed planning.

Allow yourselves enough time to put all

arrangements in place and ensure you have

completed your Risk assessments and liaised

with Room Bookings and Security.

• There are over 250 student societies who will request

the same rooms at the same time! UCL Room bookings

will book rooms on a first come first serve basis.

• Room Bookings are happy to discuss any room details

or queries you may have about booking rooms, the

process of booking rooms and guidance regarding

future events.

• UCL Rooms can only be booked for club and society

events . DO NOT BOOK ROOMS FOR EXTERNAL

ORGANISATIONS.

Don't Forget!...

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, Finance will need to check

that you have enough money in your account and then

the order will placed by us on your behalf.

• Some UCL Spaces can ONLY be catered for by Sodexo

For example in the Main Quad Event Space

• If ordering from an external caterer follow the usual

ordering procedure - details in the how to guides

Alcohol on Campus

• All detailed in the How to Guide.

• You cannot have alcohol at events in CSC rooms

• You cannot sell alcohol at events(ticketed or otherwise)

in UCL rooms, unless you notify Sodexo who are the

license holder for UCL .They must provide a licensed

member of staff to cover your event or 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

•https://uclu.org/sites/uclu.org/files/u

3876/documents/uclu_freedom_of_s

peech_on_campus_0.doc

Speakers

• External Speakers need to be approved by UCLU

• 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 of

the speakers, event , dates etc – there’s no point! It will be

refused.

• The request should come to us at least 10 working days

before the event. Late requests will not be approved. Non

negotiable.

• 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 UCLU

• Speaker confirmations(yes/no) emailed out once a week

Speakers

Things to think about:

• Controversial? Danger of reputational risk

to UCL / UCLU / yourselves?

• Balanced debate or one sided speech?

• Communication and discussion with

UCLU and other interested parties

• UCLU 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 CSC in the first instance

Any Questions?