Student Groups

Information about the booking process, details of rooms available, catering and audio visual equipment.

 

Student Groups booking form

Please note, we are only able to book rooms on behalf of EUSA or EUSU registered student groups.

All queries should be directed to societies.roombookings@ed.ac.uk

 

Attendance Record

It is the responsibility of the Events organisers to know exactly who is attending the event and gather information such as name and contact details, and hold and destroy these in compliance with the GDPR regulations (currently destroy 21 days after the event).

Attendance Record (304.91 KB / XLSX)

Out of Hours Bookings

The majority of teaching rooms are within buildings with standard opening hours of Mon-Fri 0830-1800. We do have a sub-set of buildings which open beyond 1800 Mon-Fri and/or at weekends and will always look to place bookings beyond the standard opening business day hours in one of these spaces. For the full list of opening hours by building, please refer to the following list:  opening hours.

Admin Charge Freeze - For the full duration of the Teviot Student Union refurbishment programme, we will not be raising out of hours charges to the Society Contact, nor will we be charging the standard out of hours £20 admin fee.

Please note, we have limited space available at the weekend. 

Prior Notice

Standard Requests - Timetabling recommends that single-day requests are made at least 2 working days in advance. Requests made up to 24-hours from the intended event may not be picked-up and this is therefore discouraged. 

Out of Hours Requests - We will need 5 working days of notice to process an out of hours booking request. This is to insure we can secure Servitor cover. If Servitor cover can not be provided then the Timetabling Unit will be in touch to discuss alternatives.

Bookings with External Speakers -  These will require 10 working days notice prior to the event date.

Theatrical performance bookings - These should be requested at least 7 working days in advance of the event.

Prevent Duty

Information on the University's compliance with the Counter-Terrorism and Security Act (2015), commonly known as “the Prevent duty”.

http://www.ed.ac.uk/university-secretary-group/prevent-duty

Policy Section

Policy on Speakers and Events

Code of Student Conduct

 

AV equipment

Learning Spaces Technology (LST) may be able to provide societies with some AV equipment.

Information about catering

Student societies wanting to cater an event on campus should use the approved caterers. Please note that food is not permitted in the teaching rooms.

 

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