EmailMe Form - Student Activities: Event/Venue Booking

Student Activities: Event/Venue Booking

This form should be filled in by Clubs and Societies to request Room and Event Bookings for all activities at the Union Of Brunel Students.

For Simple Room Bookings we require to be notified 2 weeks in advance to ensure the conferencing team have time to process all bookings. For Complex Events require at least a months notice (6 weeks for any events that require catering). Always plan in advance.

If you need more assistance, please contact Student Activities at student.activities@brunel.ac.uk

Whilst this Event Form may seem long, pages will automatically be skipped if they are not relevant to your request.

Contact Details
Your Full Name *
Student ID Number *
Club/Society/Department Name *
Hindu Society, Football Club, Staff, External Company
Group Type
Society
Sports Club
Union / University Staff
External Group / Other
Brunel Email Address *
Contact Phone Number *
Event/ Meeting Details
Please provide as much detail as possible about your proposed event or activity.
Event Title *
The Union Of Brunel Students Presents: The Autumn Elections
Location Type *
Outdoors
Indoors
Online
Other
Tick All That Apply
Indoor Room Type
Flat Room
Tiered Room
Either
Preferred Location
Please Give A First and Second Preference. You cannot request a specific room.

e.g. Isambard Studios, Lecture Centre, Hamilton Centre, Atrium, Concourse, Sports Hall
Expected Numbers *
Attendance (approx.)
Start Date and Time *
DD / MM / YYYY HH : MM AM/PM
Please include additional set up time if needed, so if the event begins at 7pm and you need one hour to set up, please state 6pm.
End Date and Time *
DD / MM / YYYY HH : MM AM/PM
Please include additional pack down time if needed, so if the event ends at 8pm and you need one hour to pack down, please state 9pm.
Description Of Activity *
e.g. Committee planning meeting for upcoming Black History Month, dance rehearsal for society members, external speaker event, distributing event wristbands on the concourse.
Repeated Meetings
Use this section to select which Weeks you would like your booking/ event to repeat on.

Please note freshers weeks & exam weeks are excluded from your options - Please use the Brunel Term Dates PDF for guidance on the dates the weeks correspond to.

The same day / time will be booked in using the information above & so please note what day your start date falls on in the week
Will This Event/ Meeting/ Campaign Activity Repeat? *
Yes
No
Select "Yes" if you would like to repeat the meeting/ event every week, fortnight, or monthly.
Term 1

Book Room

Week 1

Week 2

Week 3

Week 4

Week 5

Week 6

Week 7

Week 8

Week 9

Week 10

Week 11

Week 12
Term 2

Book Room

Week 18

Week 19

Week 20

Week 21

Week 22

Week 23

Week 24

Week 25

Week 26

Week 27

Week 28
How do you plan to fund your event? *
Grant account
Function Account
The event does not require funding
Other
Do you need the Union Card Reader for your event?
Yes
No
If union funded, have you checked with your adminstrator you have enough and got approval for any purchases? *
Yes
No
N/A
What is the Estimated Cost Of Your Activity? *
Organsiers need to ensure they have enough funds to cover the full event costs prior to making a booking. Clubs and societies can check their accounts Union Finance through your administrators.
Is This a Complex Event or a Simple Room Booking? *
Complex Event
Simple Room Booking
We consider activities to be complex events if any of the following apply:
• 25+ expected attendees
• Under 18’s
• Food & Drink (other than pre-packaged snacks)
• External Speakers/Acts/Performers/DJs etc.
• External guests
• University or Union Staff requirement, including security, bar staff and entertainment staff (Ents)
• Tickets
Please attach a Risk Assessment for this Activity *

Add File

By law, every event or meeting on campus must have a Risk Assessment. Please find a Risk Assessment Template in the link below, amend it to the best of your knowledge and upload it.

https://brunelstudents.com/pageassets/activities/resources/Student-Activities-Event-Risk-Assessment-Template.docx
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	Book Room
Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
Week 9
Week 10
Week 11
Week 12

	Book Room
Week 18
Week 19
Week 20
Week 21
Week 22
Week 23
Week 24
Week 25
Week 26
Week 27
Week 28

Prev Next

Contact Details

Event/ Meeting Details

Repeated Meetings