LSU On-Campus Event Booking Form

LSU Student Activities Booking Form
This form allows for booking of rooms on-campus for regular core activity of Societies or the usage of other LSU affiliated student groups.

Disclaimers:

All bookings must be made two weeks in advance (three if a Guest Speaker Form is required)

Only official LSU Societies and official LSU groups may book through this form. For any LSU Society, this booking form should only be used by your Chair or a single delegated individual from your committee.

Any bookings from non-LSU groups or unauthorised individuals will see disciplinary action against them.

Please note, rooms are only available to book from 6pm on Weekdays (aside from Wednesday, which begins at 1pm).

Please note, specific rooms cannot be requested. Rooms will be provided based on availability.
Have you got an approved risk assessment?*

YesNo
Unfortunately, you need a risk asessment to undertake student led activities.

Please email HealthandSafety@lsu.co.uk
Click here to download the Risk Assessment template. Please fill it in and upload below:
Upload your Risk Assessment here:*

Browse Files

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About the Society/Association/Section
Disclaimer: Only official LSU societies and LSU student groups can make room bookings.
Section*
Name of Society or Student Group*
Contact Name*

First NameLast Name
Committee Position
LSU Socs: If not Chair, please enter position here. Contact Societies@lsu.co.uk beforehand to authorise another position filling this form.
Student ID Number*
Email Address*
Please provide a Loughborough University email address.
Contact Number*
Booking Details
Please remember your booking has to be at least 2 weeks in advance! (3 weeks if booking a Guest Speaker event)
How many people are estimated to be attending? *
Brief description of the event*
Please highlight any special needs i.e. large space for tables, would like Cope etc.
Please note, rooms can only be booked outside of teaching hours.

Available hours below:
- Mon: 18:00 to 22:00
- Tue: 18:00 to 22:00
- Wed: 13:00 to 22:00
- Thur: 18:00 to 22:00
- Fri: 18:00 to 22:00
Is it a one-off event or a weekly recurring one?*

One-offRecurring
Booking date*

DayMonthYear
Booking start date*

DayMonthYear
Booking end date*

DayMonthYear
Booking from*

:HourMinutes
Booking until*

:HourMinutes
Booking start date cannot be after end date.
Booking start time cannot be after end time.
Rooms cannot be booked before 18:00 on working days.
Rooms cannot be booked befiore 13:00 on Wednesdays.
Rooms cannot be booked before 9:00 on weekends.
Rooms cannot be booked after 22:00.
Please be aware, if booking till 22:00, you must be out at 22:00, not packing up then.
Additional information or requirements
Do you have a Guest Speaker/External at your event?*

YesNo
Guest Speaker events have to be booked at least three weeks in advance.
Guest Speaker Details
Full Name*

PrefixFirst NameLast Name
Organisation*
Subject of the talk*
Any affiliation? (specifically religious/political)*
Declaration of any knowledge of controversy attracted by the speaker or topic in the past*
Website details providing further information of the speaker
Are the event and speaker likely to attract media interest?*

YesNo
Why?*
I confirm that I have answered all the questions truthfully and to the best of my knowledge, and I will contact LSU in case of any change of circumstances.

Terms and Conditions
1. The Hirer indemnifies Loughborough University against any claim for loss or damage, however caused, to the property of the Hirer or the Hirer’s employees or visitors.
2. The Hirer agrees not to move any of the furniture in the room.
3. The Hirer agrees not to allow the consumption of food and drink in the room.
4. The Hirer agrees that the room is only to be used for the purposes highlighted on the booking form and that a risk assessment form has been completed for their society's/organisation's activities.
5. The Hirer agrees to pay for any damage resulting from the hire.
6. The Hirer agrees to report any problems concerning the room(s) to Estates & Facilities Management, telephone 01509 222121.
University Policy Regarding External Speakers
1. Statute XX1 enshrines the right of the University’s academic staff to ‘have freedom within the law to question and test received wisdom, and to put forward new ideas and controversial or unpopular opinions’.
2. External speakers should normally be offered the same freedom of expression, with two exceptions noted below:
3. The Hirer is required to comply with the Code of Practice issued by the University pursuant to Section 43 of the Education (No 2) Act 1986, which governs meetings where, by reason of public disorder, there is a real likelihood that the speaker may not be able to enter or leave safely and/or speak as planned. (A copy of the Code of Practice is available from the University.)
Fire Procedure

All staff must be familiar with the fire procedures as required by the The Regulatory Reform (Fire Safety) Order 2005 and The Health and Safety at Work etc Act 1974.

Fire procedures are posted throughout the University and can be found on exit routes normally adjacent to fire alarm call points and lecture theatres.

All staff must ensure that they are familiar with the alternative means of escape in case of fire by walking the routes from the area in which they are employed.

Staff should get to know their assembly points which are indicated in the fire procedure for the building. Assembly points can be seen on the University interactive campus map.

If you have to evacuate the premises:
- DO exit quickly and calmly
- DO go directly to open air and report to the designated assembly point
- DO NOT enter an adjacent building unless directed by the Fire Safety Co-ordinator/Fire Marshal
- DO NOT stop to collect bags
- DO close the door behind you
- DO NOT use lifts
Any staff not at their usual place of work on hearing the evacuation signal, must leave the building following the fire evacuation route signage, and go to the designated assembly point. On no account must they return to their own department.

The fire alarm call points can be found on corridors and adjacent to final exit doors.

Portable fire extinguishers are sited in ‘high risk’ areas and at regular intervals on corridors/exit routes.

In large buildings Fire Marshals/Wardens are utilised. Any instructions they give to staff must be complied with as they are exercising their duties outlined in the University Health and Safety Policy.
I have read and understood the Terms and Conditions and the Fire Procedure and will abide to them

You may not submit this Room booking.
Unfortunately, you cannot submit a Room booking at this time, due to a failure in your application. Please fix the issues on the form and then make a new application.

Thank you!
Should be Empty:

LSU Student Activities Booking Form

About the Society/Association/Section

Booking Details

Guest Speaker Details

You may not submit this Room booking.