SU Clubs & Societies Handbook

Booking a room in the Students' Union

 

• Sign up as a committee member here. Allow a working day or two for your sign-up to be manually recorded.

• Once you have signed up and your committee year has begun, you will gain access to the SU Room Bookings system.

• Sign into QOL using your student number and password.

• On your QOL homepage, you will now see 'SU - Clubrooms' under Service Applications -> Admin.

• Submit your room booking request and await confirmation. You must enter the details of any distinguished guests, external speakers, or elected representatives where prompted.
   

• The Cube is a University space (not an SU Clubroom), so it cannot be booked on QOL. If you're interested in using The Cube, please email su.reception@qub.ac.uk with your dates, expected number of attendees, and a description of your activity. SU Reception will then liaise with the University to see if The Cube can be booked for you.
  
  If you can't find any space in the SU on your preferred dates, please email su.reception@qub.ac.uk. They are able to look at the current bookings and see whether anything can be moved around to accommodate your request.
   

 

Booking space in the SU foyer

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• Clubs & Societies can request space for to set-up a table in the SU foyer any time of the year. This works well for meeting new students, selling formal tickets, fundraising, or just spreading the word about your Club / Society. To book a foyer table, email the SU Reception team on su.reception@qub.ac.uk with your preferred date.
  
   

Booking the Union Bar

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• The Union Bar is located on Level 2 of the SU. Clubs and Societies can book the Wee Bar (the side annex) for their events and activities.

• You can submit booking requests via the Union Bar website here. The Bars team can be very busy during term time, so please allow adequate time for them to read and respond to your query.

• You can read more about booking the Union Bar here.
   

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Room bookings outside the SU building

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• You can also book rooms across campus, including function rooms, meeting rooms, and teaching spaces by completing the Campus Room Booking Enquiry form here. This form is also available via on the SU Clubrooms room booking page on QOL.
  
   

Tips for room bookings
 

• Leave rooms exactly as you find them, and do not leave any rubbish behind. 

• Dispose of anything you're throwing away in the appropriate general waste or recycling bin. Do not put glass in indoor recycling bins.

• When making your booking, you must account for any time you need for set-up or take-down. So if your event begins at 1pm but you need to set up the room first, you need to book the room earlier (e.g. 12pm).

• All catering to rooms on campus must be provided by Queen's Campus Food and Drink.

• You might be asked to fill in a Risk Assessment for certain bookings. You then submit this to the Clubs and Societies team in the SU.

• If your event is going to require cleaning, fire safety checks, or help from Queen's porters or Security, speak to the SU Clubs & Societies team. We can submit these requests on your behalf via PlanOn, the University's internal service booking system. Just keep in mind that your Club / Society may be charged for these extra services.

• Remember that you are not permitted to bring your own alcohol into any campus spaces. If you want to run an event involving alcohol, you can use the Union Bar, or contact Campus Food and Drink to organise the provision of alcoholic beverages at your activity.

• Whatever space you use, you are expected to treat all attendees and SU and University staff with respect and courtesy. Aggressive or abusive language will not be tolerated, nor will any inappropriate or threatening behaviour. If you are asked to moderate your behaviour or leave the area, you should cooperate with these requests. If you feel you have been treated unfairly, you may raise this issue in writing to the SU Clubs & Societies team.