Booking a room for my society
Log onto the room bookings system with your group email account in order to book lecture theatres and seminar rooms. Use your group username and password to log in. Using personal student usernames will restrict the rooms you are able to book. Request the room you want at the time it is needed. Groups are able to book seminar rooms and lecture theaters for their activity between 6pm and 10pm on weekdays and all day on weekends (A step by step guide for viewing timetables and booking rooms is attached). It is better to book your space as soon as you can with as much notice as possible. A room booking cannot be guaranteed without 7 days notice.
Food and drink is not permitted in these areas.
There are some college spaces that are available to hire should you wish to have food and drink as part of your event. Please come and see the Activities Office at the students' union for more information or email Patrick James.
Alternatively you can contact the college administrator or JCR directly.
If you want to book the Great Hall or other Large Event spaces:
All Great Hall complex and LICA availability is visible on the Room Useage Timetable.
Before the space can be booked it is essential you complete the 'Event Space Request Form' and obtain the authorised signatures at least 4 weeks prior to your event. This form is attached at the bottom of the page and is also available from the students' union.
As part of this procedure you must discuss the event with a member of students' union Activities staff who will be able to support you with the event planning, you will also need to discuss the request with the Porter for that area or the relevant Venue Manager.
The Great Hall does not have Porters working over the weekend, and so they will want to discuss your event set-up, event activities, and post-event clean-up plans to ensure you have access to the space you need.
Once this form has been completed and authorised your booking will be processed.
If you want to book LUMS lecture theatres:
You will need to discuss all your event requirements with LUMS reception.
They can make the room booking on your behalf.
Don't have a Society IT account?
All new societies will have IT accounts automatically generated, if you have not received these details please request this via email@example.com
Forgotten Login Details?
Most societies will already have an active IT account, if you've forgotten your login details or the info hasn't been passed on from the previous Exec you can request a password reset from ISS; before this can be authorised however you must ensure you are registered as the current Exec on your Union Cloud page.
Inviting a Guest Speaker to campus?
Find out more about booking rooms with Guest Speakers here
Booking flat floor space
Flat Floor spaces are rooms allocated to students' union by the University for our societies to use during term time and are suitable for an assortment of activities such as various performing arts and martial arts practice.
Emails are sent to Exec at the end of each term to request space for the following term. The usual rooms available are:
- Playroom in the Great Hall Complex
- A35 in the Great Hall Complex
- County South LT
- George Fox Foyer
- Brandrigg Room (Barker House)
Note- These spaces are allocated to us as a courtesy by the University and can be taken away at short notice to cater for University events. These spaces are not the property of the Union, should be treated with care and left in a tidy and functional manner. If you are unsure how the space should be left please contact the on duty porter for that area who will advise you of how the room should be setup.
Can we have storage space?
Limited storage space is available for use for the academic year. If your group requires storage, then tell us:
What equipment you will be storing
How much space you require
Estimated value of items
Email firstname.lastname@example.org with this information, and we'll do our best to accommodate you.
You cannot store equipment throughout the summer holidays or for indefinite periods.
How do I book a gazebo for campus use or a stall in Alexandra Square?
If you would like to book a gazebo in Alexandra Square you can do so by completing this form: Lancaster SU Gazebo Booking Form
Please be aware that unless you have been shown how to put up the marquee yourself, you may only book a space on a Tuesday when our Events Crew are here to do it for you. We are unable to book in any stalls on Thursdays due to the Farmers Market. Stalls for a Tuesday will need to be booked by the Friday preceding your desired date.
If you wish to book a gazebo for a different day and require training or have any further questions, please email email@example.com
Tuesdays - 3m x 3m space, with table = £20
Mondays, Wednesdays, Fridays and weekends = 3m x 3m gazebo sign out, with table = £20
FOR UNTRAINED GROUPS Mondays, Wednesdays, Fridays and weekends = 3m x 3m space, with table = £48 (dependent on staff availability)
Requests must be submitted by the Monday before the week of the requested stall. There is no guarantee that requests after this time will be accepted, and there will be a £20 late fee.
All Gazebos hires are subject to Terms & Conditions.
Please note: Music is strictly authorised to be played in between the hour of 1pm & 2pm only and is prohibited during quiet period in Term 3. Alex Square is surrounded by teaching and study spaces as well as student accommodation, please respect this and keep noise to a minimum.
Booking the Sports Centre
Training time using Sports Centre managed facilities are free for BUCS Groups.
All requests are made to the VP Activities at the end of the Summer term for the following year.
Because of the high demand for space at the Sports Centre it is unlikely for other groups to get regular bookings.
Alternative Spaces for Large Events and Performances
The Great Hall is unavailable for most of the academic year and so some of the venues below could be good alternatives:
College Bars: You can organise events in the bars through Pete Welling firstname.lastname@example.org
The Sugarhouse- This is of course a huge space which could be used for Private Functions, however you would need to contact The Sugarhouse about logistics and availability. There may also be a cost associated with hiring the space since it would be outside of its usual opening hours. Email email@example.com
The Storey Complex in Lancaster- The storey has worked with Lancaster Arts and has held many other local events, I’m sure this would be of interest to them. http://www.thestorey.co.uk/page/96/events-booking.htm
Lancaster House Hotel- Private dining functions are available here however there may be a significant fee for such events; General Enquiries: 01524 844 822 firstname.lastname@example.org
Lancaster Uni Conferences-Contact the Conference Centre on campus as they may have a suitable space for you to use. http://www.lancaster.ac.uk/conferences/contact-us/