1

Teaching Bookings Office

Application for a room booking
made by a Queen Mary Student Group - Conditions of Booking

ONCE COMPLETED THIS FORM SHOULD BE RETURNED TO:
QMSU or BLSA in person or by email to or

  • The attached form must be completed and submitted to the Students’ Unionby all student groups wishing to book central teaching space for use. No booking may be deemed confirmed until the booking form has been completed and the booking approved by the College.
  • The attached form must be submitted a minimum of 20 working days in advance of any event at which an external speaker is to be present. The form must be submitted a minimum of 10 working days in advance for all other bookings.
  • Bookings outside of standard teaching hours will NOT incur a charge subject to the following conditions:

1)The group, and its nominated representative, are on the list of authorised groups provided to us by the Students’ Union.

2)Bookings take place between Monday and Friday during term time 9am to 10pm.

3)Any booking after 6pm at Mile End will be placed in the Francis Bancroft building (excluding the 3rd floor).

4)Weekend bookings at Mile End will be placed in the Francis Bancroft building, and will be chargeable.

5)The booking does not extend beyond 22:00.

6)Bookings are for a registered student group and have been authorised by the Students’ Union.

7)Bookings are received 10 working days in advance.

8)Only one booking per group per week is provided free, others may incur a charge.

9)Bookings are for sit-down meetings only at the Mile End campus. Concerts, dance rehearsals and related events are prohibited at Mile End site, but are permissible under certain circumstances at Whitechapel outside of normal working hours.

10)The space allocated for the booking is at the discretion of the College to limit the number of buildings open outside of normal hours.

11)Any booking after 6pm at Whitechapel is placed in the GarrodBuilding or Alex Wing.

12)Any booking after 6pm at Charterhouse Square is placed in Dawson Hall.

13)Rooms are reset in accordance with the room plan displayed in the room.

14)All other conditions within this booking form are met.

15)Failure to comply with any of the above conditions will result in a charge being payable and may jeopardise future bookings.

  • Any costs incurred for staffing or providing any service for the event must be paid for by the group in advance of the booking. The Sales Office or Teaching Room Facilities Office will advise of the costs involved.
  • No food or beverages are to be consumed within the area of the meeting.
  • 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 or damage or cause a breach of the peace.
  • The right to invite persons who are not members or employees onto College premises rests exclusively with the College Council. All meetings or other activities in the College are open only to members and employees of the College unless permission to open the meeting to other persons has been given by an authorised person, via this form.
  • The College may seek further particulars about any planned meeting from the organiser or principal organiser who shall be under duty to co-operate in all respects with such enquiries.
  • If approved, where difficulties arise or are reasonably apprehended during or immediately prior to a meeting such that the meeting cannot be allowed to take place or continue without risk of damage, injury, harassment or serious disturbance, the controlling officer, if one has been appointed, shall be empowered to take steps necessary to deal with the situation including, if unavoidable, cancellation of the meeting or bringing the meeting to a close.
  • All groups must be inclusive of all members regardless of race, gender, sexual orientation and/or belief/religion

1
ONCE COMPLETED THIS FORM SHOULD BE RETURNED TO:
QMSU or BLSA in person or by email to or
Application for a room booking
made by a Queen Mary Student Group
Name of principal organiser:
Address of organiser:
QMUL Student No:
Telephone number : / Name of group (if more than one please state all names):
QMUL email address :
Proposed Date of event : / Times :
Proposed site : / Venue :
Title of event :
General description of event (please indicate if external people are to be invited): / Expected number of people to attend:
Is an external speaker/organisation addressing the event? Yes / No (Please provide details including their name and the organisation/group they represent) / Name of person chairing meeting/event:
Time of arrival of speaker : /
Time of departure of speaker :
Is the subject of a religious nature: Yes / No
Christian Muslim Hindu Sikh JewishOther
Is the subject of a political nature :Yes / No
Labour Conservative Liberal / SWP Green Other
Is the event likely to attract interest from the media or other organisations: Yes / No (please give details)
Details of proposed advertising campaign or posters : (Copies of all advertising MUST be submitted with this application)
I/we have read, and agree to abide by, the Queen Mary , University of
London conditions of booking for student groups
Signature: / Name:
Position/title: / Date:-
For office use only
QMSU / BLSA to indicate approval of event here, or if not approved to give reasons and/or recommendations.
Approval by Students’ Union/Students’ Association :
Event approved subject to approval by Director of Student and Campus Services
Event not approved
Reason for non approval :
Date : Signature :
Received by Teaching Room Facilities
Date :Signature :
For Teaching Room Facilities Use only :
Details of any circumstances that give rise to concern about this booking, including potential disturbance, unlawfulness of subject matter, likelihood of injury to attendees or speakers, likelihood of damage to property, likelihood of criminal offence being committed, suitability of premises, staffing requirements, likelihood that harassment to any person may occur or breach of the peace. No regard should be had to the beliefs or views of the person or any member of that body or the policy or objectives of that body.
Signed :Date :
Comments :
Approval by College Council (if necessary) :
Event approved
Event approved subject to conditions indicated below
Event not approved
Reason for non approval :
Date : Signature :

This booking has been approved by the College subject to the following:

Admission must be restricted and controlled by tickets, identity cards or both.

Guests of those entitled to attend are allowed to attend but must be known to the organiser

All advertising must be in the English language

Speakers must enter and leave by specified routes and be escorted.

A number of College security staff may need to be present with the costs to be covered by the group.

The chairperson must be instructed by the organisers of a personal duty to ensure as far as possible that both audience and the speaker act in accordance with the law. During the meeting and in cases of unlawful conduct the chairperson will be required, after appropriate warnings, to close the meeting.

The chairperson must be instructed in advance about procedures for closing a meeting and requesting assistance from college security staff or the police in case of breach of the peace or a criminal act or the threat of either occurrence.

Version 1 - Jan 2014