Terms and Conditions 

Warwick SU will not accept liability for loss or damaged property brought onto our premises. 

Food and drink is prohibited in meeting rooms unless supplied by Warwick SU’s Refresh Catering. 

Any additional equipment used must be fully and properly PAT tested and suitable for use. 

Maximum room capacities must not be exceeded. 

Furniture must not be moved between rooms unless with prior consent from Central Admin Dept. 

Warwick SU reserves the right to recover any cost incurred by damage caused to property or furnishings at your event. 

Events, other than meetings or drinks receptions, or those that involve inviting children under 18 onto the premises, require submission of a written plan and risk assessment. This will be confirmed at time of booking. 

Prices quoted in literature are correct at the time of publication, but may be subject to change without notice. 

An invoice will be processed and posted to you.

Please note that when there is a fire alarm in SUHQ you should evacuate the building immediately. The meeting point is Benefactors Place (just past the Piazza). 

If your event is taking place outside of office hours (i.e. after 4:30pm), we cannot guarantee that your room will be set up to your specific requirements, therefore you may have to set the room up yourself. If this is the case, please return the room setup to how it was when you arrived. 

Collection of keys: you will need to collect these from the Central Admin Office and sign out the meeting room key for your room and then after your meeting, return to the Central Admin Office. If your meeting finishes after office hours (i.e. after 4:30pm), please place the key in the white box which can be found outside Reception by the door. If your meeting is after 4:30pm and the meeting room is locked, please go to Xananas Restaurant and ask a member of staff to unlock the door for you. When you have finished your meeting, again please inform the restaurant staff and they will lock this for you. 

Signage: if you wish to use signage to advertise your event, please do not place this onto the walls with blutack, tape or any other adhesive material due to recent decoration. Items can be placed on glass, but please bear in mind any marks these may leave. A banner would be the best option, which you are more than welcome to bring with you. 


A cancellation fee will apply to all late cancellations as follows: 

* 4 weeks notice - no charge
* 2 weeks notice - 50% charge
* 1 week or less - a full charge will be made


I have signed to confirm that I understand and agree: 

To accept and abide by Warwick SU’s trading Terms and Conditions and that all activities taking place on our premises conform to Union Policy (including the Equality and Diversity Policy). 

To give adequate notice of any variation to the original reservation, and that Warwick SU reserves the right to make some variation to rooms and catering without prior notification, due to unforeseen circumstances or availability. Where this is the case, suitable alternatives of a comparative or higher standard will be substituted. 

Warwick SU is entitled to terminate the booking without liability if the venue becomes unavailable for use due to circumstances beyond our control.