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your one stop shop to putting on events as a student group

events

your one stop shop to putting on events as a student group

Bookable Rooms

Bookable rooms are currently able to be booked at pre Covid capacities which can be found below:

Bookable Room 1 – 50 people
Bookable Room 2 – 15 people
Bookable Room 3 – 8 people
Bookable Room 4 – 15 people
Bookable Room 5 – 20 people
Bookable Room 6 – 50 people

Rooms can currently be booked between 11am and 3pm until 20th September. From 20th September, rooms can be booked from 9am – 10pm. To book a bookable room, please click here.


UEA Rooms

UEA rooms can currently be booked at pre Covid capacities. To book a UEA room, please click here.


The Hive

Hive stalls are now able to be booked! Click here to book a stall in the Hive.

 

Exhibition Space

We are hoping that the Exhibition Space will be able to be booked soon, however, we’re still finalising the booking process for this so please check back for updates as to when the Hive is able to be booked.

 

Blue Bar

Students are able to book blue bar on Mondays and Thursdays from 4th October, subject to availability. Any event in this space has to be something that any customer could watch and enjoy, for example, an open mic night, poetry slam or an interactive activity. Events in this space should be seen as an opportunity to expand the reach of your club or society by engaging with our customer base. 

No ticketed events can take place in Blue Bar as it has to be open to everyone, however your club or society will be able to take cashless, voluntary donations via the SU website.

Quizzes will now be limited to just Sundays and must be open to everybody. Here, student groups will have the opportunity to ‘take over’ the weekly quiz and raise money for their society, prizes will be provided which will be ten £5 vouchers at no extra cost to you and ticket sales will be done over the bars Round App at £1 per ticket. Bob will continue to run the quiz on select Sundays throughout the academic year and student group takeover dates will be decided at the start of each semester.

To enquire about booking the blue bar, please email union.opportunities@uea.ac.uk.

 

Red Bar

Red bar is not a bookable space.

 

Scholars Bar

Although Scholars bar cannot be booked out as a whole, Postgraduate student groups are able to reserve tables in Scholars for events or activities that they may be doing. Please note that this is a PG area only. If you are an individual student wanting to reserve tables in scholars bar, please contact Ayane Hida, your postgraduate education officer for support with this at a.hida@uea.ac.uk . If you are a PG club or society who would like to reserve tables in Scholars bar, please email union.opportunities@uea.ac.uk for more details.


LCR

We can now start to take student group enquiries for the LCR for November onwards, however, please be mindful that there will be limited amount of availability in the LCR due to there now being two years of gigs in one year. Please be patient with us as we try to determine whether the date you require the LCR to be booked is available. To enquire about booking the LCR, please email union.opportunities@uea.ac.uk.


Green Room

We can now start to take student group enquiries for the Green Room, however, please be mindful that there will be limited amount of availability in the Green Room due to there being two years of gigs in one year and this being used as a dressing room. Please be patient with us as we try to determine whether the date you require the Green Room to be booked is available. To enquire about booking the Green Room, please email union.opportunities@uea.ac.uk.


Unio

Unio is not currently a bookable space, however, please check back here for more updates as this may be a space that becomes available in the future.


Conferences

We are hoping that conferences will take place next year, however, we are currently working through details of the booking process so we are not able to take any conference bookings for the time being. Keep checking back for updates of when this may be able to change.


Outdoor Space events

Events and activities taking place outdoors, on campus are able to go ahead as normal. Please make sure, as before, you complete a risk assessment and open spaces permission form and send through to union.opportunities@uea.ac.uk to approve. Once we have approved your application, we will send it onto UEA Open Spaces team to approve and liaise with you directly.

 

BBQ’s

BBQ bookings are being taken, to book a BBQ, you will need to fill in a BBQ events permission form here and sign a pre written BBQ risk assessment which will act as confirmation that you have read through the risk assessment and that you agree to sticking by/implementing the safety measures. Once you’ve done that, send through to union.opportunities@uea.ac.uk for us to approve and send onto UEA Open Spaces team to also approve and liaise with you directly.

 

Campus Kitchen block

Parts of Vista, Blend and Zest will now be available for student groups to hire in the new academic year, out of hours, Monday - Friday up to 9:45pm at a cost of £30 per area including VAT. For more information on this, please contact union.opportunities@uea.ac.uk.


Trips

Local trips can now take place, however, please be mindful of external rules on things like public transport and external venues and make sure that you abide by these. International student group travel can be approved from January 2022.

We have recently created an international travel guide which can take place from January 2022. Key points are:

• External trip providers are your priority

• Research both the requirements for testing upon arrival at your destination and the requirements for testing upon returning to the UK

• Check coronavirus rates in the UK and travel destination

• Organise robust travel insurance that covers you for Covid

• You mustn’t fly if you can get there via an alternative method

• Complete an International Trip Request Form

Travel guide will be published on the website soon.

Complete a risk assessment form here and a trip form here. Please send your risk assessment and trip form at least a week before your trip for UK trips and at least 8 weeks for international trips to a.elvin@uea.ac.uk to be approved. Your trip form will then be sent to the security lodge.

More information on trips and where you can find trip forms and risk assessments can be found here. 


?Balls/Christmas parties

We are happy for student groups to start booking things like balls and Christmas parties at external venues. Please remember however to make us aware of this and send us through all contracts before signing anything. You will also need to send us through your risk assessment before your event takes place. You can send these through to union.opportunities@uea.ac.uk. Please also make yourselves aware of the SU’s finance processes for paying invoices.

 

Other external events/activities

If you are planning any other event or activity off campus, please make us aware of this and send us through all contracts before signing anything. If your event doesn't involve an external venue, such as playing rounders in a local park, you will just need to make sure you send a risk assessment through to us to sign off before your event takes place. You can send these through to union.opportunities@uea.ac.uk.

 

As you can imagine, we are currently receiving a high volume of queries so please be patient with us as we aim to work through these as quickly as possible. Please also allow yourselves plenty of time when organising your events and activities, we would recommend at least 4 weeks for smaller events and 6-8 weeks for larger events.


For any questions, please email union.opportunities@uea.ac.uk and we’ll get back to you as soon as we can.