Here you will be able to find all the information you need about booking rooms - be that in SUHQ, the Union, or the University.
SUHQ Meeting Rooms
You can use SUHQ Meeting Rooms for free, depending on availability. To check the availability of rooms and to book a room, ask at Central Admin Office, or email
roomhire@warwicksu.com. Central Admin will then confirm the booking with you by email.
Things you might use the Meeting Rooms for:
- Society meetings or exec meetings
- Talks from guest speakers
- As a venue for a chess match or something similar
- Running a poster-designing workshop
- Anything else which isn't going to create a large amount of mess or disturb other Meeting Room users
Please remember that during the day the Meeting Rooms are used for both internal and external Union meetings, including some to which members of the local community are invited. Please treat the rooms with respect and leave them as you would want to find them!
You can NOT use the SUHQ Meeting Rooms as rooms to consume alcohol (even if you bought it from Xanana's) - they are not licensed areas!
University Rooms
You can book University rooms to hold meetings and other activities that do not make too much noise!
To book a Centrally Timetabled Teaching Room, go to the online room bookings service at
www.go.warwick.ac.uk/roombooking and select "Student Society Use" under Type of Booking. The basics are covered below, but for full details read the University's website
here.
- One clear working day's notice is required for all evening and weekend requests.
- Only one nominated person from each society will be able to make bookings. This is normally the society's secretary or president.
- Eating and/or drinking is NOT allowed in ANY of the centrally timetabled rooms.
- Activities should not cause any disturbance to anyone else, especially noisy or messy activities. People are often working in offices nearby - please be considerate to other room users nearby.
Performance societies can make use of much better rehearsal spaces such as the Drama Hall and Dance Studio - see here for full information.
- Rooms should be left in a clean and tidy teaching room style (in rows) after use. Societies will be charged cleaning and/or resetting costs if a room is left in an unsuitable condition following use.
- There is a small charge to societies of £10 for the demonstration of the AV equipment. The audio-visual controls or equipment housed in the lectern should not be used without prior approval from the Audio-Visual unit of IT Services. Failure to do so will result in an automatic fine of £50, plus any resetting charges. For further information go here.
- All users of centrally timetabled rooms are required to abide by University Regulation 29 covering meetings etc. on University premises. These are available here.
- If you don't need it, don't book it. To cancel a booking, email Room Bookings.
Please note that if any of these conditions are not met, the University may disqualify the group concerned from using centrally timetabled rooms for the rest of the academic year. Any costs incurred as a result of the damage caused by the group may be recoverable.
Other things you should know:
- The Arts Centre Conference Room (ACCR) is controlled by the Arts Centre after 5pm - talk to the Box Office for information about booking it.
- The weekend starts on Friday at 5pm! Some rooms (such as the Ramphal building lecture theatre, R0.21) are run through Warwick Conferences for the weekend and there may be charges for using them.
- Music Societies (but not individuals) can book the Ensemble Room and Practice Rooms in the Music Centre through the Music Centre Office. Email Lucy Young or call 024765 23799. You can have performances in the Ensemble Room but you are not allowed to charge for entry.
- Other Useful web pages:
Union Venues
If you're organising an event for your club or society, need somewhere to rehearse or simply want to hire somewhere for a social; we have the space for you.
Membership Space
Capacity: 50
Ideal for: Meetings, Debates, Small Classes, Rehearsals. Rehearsals requiring amplified music will only be permitted after 6pm to avoid problems with the pharmacy next door.
Cost: Free of charge
The Mighty Duck
Capacity: 110
Ideal for: Birthday Parties, Quizzes, Socials (non-exclusive access)
Cost: Free of charge
DJ equipment included, DJ provided at extra cost.
The Terrace Bar
Capacity: 50
Ideal for: Birthday Parties, Socials (non-exclusive access)
Cost: Free of charge
Copper Rooms 2
Capacity: 490
Ideal for: Rehearsal Space
Cost: £6 p/hour
Ideal for: Large Society Socials
Cost: £100 + £1 p/head
All staffing & technical included. DJ provided at extra cost.
Copper Rooms 1
Capacity: 1408
Ideal for: Rehearsal Space
Cost: £6 p/hour
Ideal for: Large Society Events, Fashion Shows, Theatrical Productions, Live Music Events
Cost: Price on application
Booking
To Book one of our SU venues for your next event, please contact Lesley Shortland:
Sports Facilities
Sometimes societies are able to make use of the Sports facilities on campus. Bear in mind that everyone who uses them must either be a member of Warwick Sport or pay the fee to get into the Sports Centre.
For these one-off bookings you need to contact either the Director of PE and Sport, Terry Monnington, or Heather Battersby, the Sports Facilities Coordinator (details below).
Any queries should be directed to Heather. Please remember that all decisions are made by the Director of Sport and not by Heather so having a rant at her will not do you any good!
Warwick Sport Webpages
There are a few details on the Warwick Sport website which you should check out before trying to make a booking of the Sport facilities:
Facilities - What there is available.
Conditions of Use - The T's and C's of using the what is available.
Regular Bookings Timetable - Check out this timetable to see when the facilities will definitely not be free.
Opening Hours - When you can and can't access the facilities.
External Bookings
If you are making a booking of a space external to the Union or University then make sure you book well in advance and through the appropriate channels. You may especially think about your transport requirements (see the transport page) and ensure you publicise all relevant information to your members i.e. directions, times etc.
If you are booking a venue for a large event (eg. a society Ball) then Gerard, the Student Activities and Development Manager, will be able to sign the contract on your behalf (removing the financial risk to you as an individual). Arrange a meeting directly with Gerard to discuss this and the other aspects of your event.