How to Book a Room/Event

Understand types of event and the process

Step 1: Understand Event Types

Before starting the booking process, determine whether your event is Simple or Complex:

Simple Event

• Only requires a room booking.

• The club/society handles all other arrangements.

• Timeline: Submit the form at least 10 working days before the event.

Complex Event

• Requires anything additional beyond a room booking, such as:

  • Use of The Venue club.

  • Food and drink.

  • External speakers.

  • Performer/DJ.

  • Online tickets.

  • Union staff or security attendance.

  • Non-Brunel guests or under 18s attending.

• Timeline: Submit the form at least 25 working days before the event.
   

 Step 2: Access the Event/Venue Booking Form

• All bookings must be made via the official form (email requests are not accepted).

• Find the form here: https://www.emailmeform.com/builder/form/QkbijFCu7J673RaUNAob
  Event/Venue Booking Form

• The form adapts based on your answers (irrelevant sections will be skipped).

• Even for online events, the form must be completed.
   

 Step 3: Prepare Your Details

Before filling out the form, have the following ready:

• Event name, date, and time.

• Type of event (simple or complex).

• Room preference (see bookable rooms below).

• Additional requirements (if complex).
   

 Step 4: Submit the Form

• Complete the form with accurate details.

• Submit it 10 working days in advance for simple events or 25 working days in advance for complex events.

• Tip: Submit as early as possible to allow time for approvals and follow-ups.
   

 Step 5: Wait for Confirmation

• The Student Activities team will review your request.

• For most rooms, they need to contact University departments (e.g., Conferencing, Brunel Sport), which adds processing time.

• You’ll receive confirmation once the booking is secured.
   

 Bookable Rooms & Times

• Lecture Centre:

  • Term Time: 6pm–10pm

  • Weekends/Non-Term: 9am–10pm

• Isambard Studios:

  • Weekdays: 4pm–11pm

  • Weekends: 9am–11pm

• Meeting House: 10am–9pm (Contact them directly, then notify Student Activities)

• Concourse & Atrium: 10am–5pm

• The Venue: 10am–1am (3am for club nights, term time only)

• Loco’s: 12pm–11pm (term time only; table reservations only)

• Sports Park/Centre: Times vary (priority to sports clubs; societies may incur costs)
   

  Why the Timelines?

• Simple Event (10 days):
  Time is needed to contact departments and process bookings (approx. 3 working days per staff member).

• Complex Event (25 days):
  Additional approvals and coordination with multiple departments.