Student Space Booking Requests
Covid-19 update – Events and Activities - 1st September 2021
As we approach the new academic year, many of you will be starting to plan your own events and activities within your student groups. Below you’ll find the latest updates in terms of current Covid-19 measures and booking spaces around campus to help you with your planning.
Are there any covid-19 measures that you need to think about when planning your events and activities?
At the moment, we are proceeding with booking all rooms at pre Covid capacities, however, please ensure that you continue with having good ventilation in the rooms and making sure you sanitise surfaces before and after you use the room you’re in. Please also encourage your attendees to continue wearing masks and sanitising their hands throughout the event or activity and please make sure you abide by any rules put in place by external venues as they may differ to UEA and UEASU rules.
Please be mindful that these rules could change at any time and with short notice depending on government or university guidance.
Hive Stalls, blue bar and LCR bookings
We are hoping that the Hive will be able to be booked once the new academic year starts, 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.
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 firstname.lastname@example.org.
We can now start to take student group enquiries for the LCR, 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 email@example.com.
For information other bookable spaces around campus, please visit the safety hub.
Union house bookable room capacity
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 (space available for UEA teaching only)
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 fill in the room booking form at the bottom of this page.
UEA Room Capacities and availability
UEA rooms can currently be booked at pre Covid capacities. Capacities can be found via Booker (what was previously e-vision). To book a UEA room, please fill in the room booking form at the bottom of this page.
Student societies and individual students are able to book some rooms around campus. There are important rules and regulations regarding student use of these rooms, including alcohol and health and safety regulations.
Before submitting a request to book a room, please ensure the room booking regulations below have been read and understood:
For simple events such as meetings we require 72hrs notice (excluding weekends). For events with external speakers or larger events we require a minimum of 4 weeks notice.
Room Booking Form
Student username* :
UEA Email* :
Club/Society Email Address:
Please provide as much information as possible for us to request appropriate rooms for your activity.
Please be aware that all rooms requested should reflect the activity and capacity of the room.
Proposed Activity/Description of event:
Please be accurate with this as it will allow room bookings to allocate an appropriate room.
Are you aware of any controversy your topic may attract (this could come from any person(s) internal or external to your club/soc including other club/society, group of students, organisations or members of the public)? *
If yes please give details below and ensure your risk assessment details how this controversy and event will be managed. This risk assessment should ensure any threat of disorder, safety of persons or property or disruption to the normal operation of business is addressed.
Events with members of the public may require University authorisation. You should give as much time and detail as possible to ensure this does not jeopardise your event taking place. Is the event open to members of the public or is it an event for club/society members only?
Will your event have an external speaker?
If answered yes, please supply Name of External Speaker, Topic of Speech and Speakers Organisation & Telephone No.
DATE OF BOOKING:
(Please provide it as DD/MM/YYYY)
Please state your preferred room and building:
Do you plan on holding this booking for a number of weeks and if so how many?:
Do you require a card reader for this event?
Do you plan on bringing home cooked food to this event?
Do you plan on screening movies at this event?
Do you plan on selling tickets or setting an admission fee for this event?
Do you plan on consuming alcohol at this event? Please note that consuming pre-bought alcohol is not permitted in Union House.
Is this event of a religious nature - will there be prayers?
All room bookings are required to have a risk assessment as part of the booking procedure please upload this document using the uploader below. Please note bookings in Union House, that are committee meetings, film screenings or group study DO NOT require risk assessments. All university room bookings MUST have a risk assessment.
By agreeing to this booking form, you are agreeing to read the Room Bookings Regulations - Basic, UEA|SU standard conditions for room booking, UEA standard Conditions for room booking, COVID-19 Privacy Notice to support NHS Test and Trace & event attendance register, Duty of Care - why is it important? and agree to abide by them in connection with this society/individual booking, and also to the sharing of your booking details with third parties where necessary - this may include the Student Union, the Multifaith Centre, Cleaning Services, Dean of Students, Estates, UEA Risk Management and Security.
You also agree that all information provided in this form is an accurrate reflection of the activity being undertaken - if acting as part of a student group you must be a committee member.