University Room Bookings Form
University Rooms include all the teaching rooms on campus at Mile End, Whitechapel and Charterhouse Square.

Policy:

1. 10 working days’ notice for all University Room Bookings (working days are Monday-Friday, 9am-5pm and do not include weekends)
2. 10 working days’ notice for all University Room Booking with an external speaker (working days are Monday-Friday, 9am-5pm and do not include weekends)
3. Only affiliated Student Groups, elected Part-Time Officers, and registered Students' Union staff can book
4. University Rooms. Bookings may only be requested by committee members/Part-Time Officers who are authorised to book rooms.
5. A booking can be made for a maximum of one booking per week in University rooms. Additional bookings and/or block or reoccurring bookings may be requested and will be accommodated wherever possible but cannot be guaranteed. Requests for additional bookings Block bookings can be requested for exceptional circumstances but will need to be authorised by the relevant staff team.
6. Students should check timetables before submitting form at https://timetables.qmul.ac.uk/default.aspx
Room images and accessibility information can be found on accessible.co.uk/organisations/queen-mary-university-london
7. No food to be consumed in any University Rooms
8. Bookings are for sit-down meetings only at Mile End campus. Concerts, dance rehearsals and related events are prohibited at the Mile End site, but are permissible under certain circumstances at Whitechapel outside of normal working hours.
9. Rooms must be reset in accordance with the room plan displayed in the room at the end of each event
10. All events/activities must be inclusive of all members regardless of race, gender, sexual orientation and / or belief / religion.
11. A risk assessment must be signed off before the event by the relevant Students’ Union staff support
12. No banners, flags or similar items may be brought into the building, or used anywhere inside or outside the building, in a manner likely to lead to injury of damage
13. Students requesting rooms read the Room Usage Protocol and Room Usage Warning: https://www.qmsu.org/clubs-socs/committeeshub/activities/ 

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If the date of your booking needs to be changed, you must cancel your booking and submit another online form. No changes to dates will be authorised via email or in person at the Reception desk.
You can cancel your booking by emailing Reception and quoting your reference number.
Other Information
1. Any booking after 6pm at Mile End will be placed below the 3rd floor of the Francis Bancroft Building. Any bookings after 6pm at Whitechapel is placed in the Garrod Building.

2. Weekends bookings at Mile End will be placed in the Bancroft building (these will be charged at the commercial external rate as directed by the University Events Team).

3. The space allocated for the booking is at the discretion of Queen Mary University, to limit the number of buildings open outside of normal working hours.

4. The University may ask seek further particulars about any planned event from the organiser who shall be under duty to cooperate in all respects with such inquiries.

5. If approved, where difficulties arise or are reasonably apprehended during or immediately prior to a book such that the meeting cannot be allowed to take place or continue without risk of damage, injury, harassment or serious disturbance the University shall empowered to take steps necessary to deal with the situation including, if unavoidable, cancellation of the event.


Any Costs incurred for staffing or providing any service for the event must be paid for by the the group in advance of the booking. The 'Events and Sales' or 'Timetabling Support' Offices will advise on the costs involved.
Weekend Bookings in the Garrod Building.
Only BLSA student groups are permitted to book the Garrod Building at the weekend.

Any non-BLSA student groups must request make a special request to have weekend bookings at non-Mile End locations.

BLSA student groups should fill out the online booking form in the usual way.
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