Room Bookings

• Spaces are bookable: 8:00- 22:30
• Campus Map: Here

• Spaces are bookable: 18:00- 22:30 on weekdays and 8:00- 23:00 on weekends
• Campus Map: Here

• Spaces are bookable: 18:00- 22:30 on weekdays and 8:00- 23:00 on weekends
• Campus Map: Here

1. Check availability of these spaces with the Internal Events and Conferencing Team. You can contact them on roomsandcatering@ic.ac.uk. They will also provide you a quote for the cost at the same time. (We advise to do this as early as you can as these spaces are in high demand and it takes a lot of coordination to host an event within these spaces.)

2. Once you agree on a time and price, you can place a provisional booking with Internal events and Conferencing Team. As part of the provisional booking, you will be asked to fill out and keep hold of a booking form. It’s important you keep hold of this document as you will need it in the later steps. 

3. Submit an Event and Activity Proposal form to the ICU Student Activities Team (Event Proposal Form) and attach a copy of your conference and events booking form from Step 2. 

4. The Activities Team will review your event form, if approved, a coordinator will sign your booking form and return it back to you (including sending the signed copy over to the Internal Events and Conferences Team.) 

(Please note, the Internal Events and Conferences Team will not accept a form that has not been signed and submitted to them by one of the Activities Team.)

Process and Details Coming Soon

Process and Details Coming Soon

Bookable Spaces Include:
Ethos: Badminton Court, Climbing Wall, Swimming Pool, Sports Hall, Squash Courts, Studio
Harlington: Astroturf Pitch, Training Pitch, 3G Pitches

College Estates Team and the Union can help CSPs book outdoor spaces on South Kensington campus. Please note this process may involve 3 to 4 teams, so the progression of these bookings will need some time. Please take a moment to familiarise yourself with the steps your booking will follow. To begin the process please submit an outdoor space booking & proposal form, ensure you include a detailed RA and map of the area (Princes Gardens or Dangoor Plaza).

Please note there are a few restrictions to the outdoor space bookings.

1. No Alcohol except through College catering & signed off through proposal process.
2. No use of generators.
3. No food, unless it’s via the College catering booking, or shop bought pre-packaged.
4. No temporary structures.
5. External guests will need to be via invite only and with a 2:1 ratio of 2 Imperial student :1 External guests.
6. Bookable spaces are only Princes Gardens and Dangoor Plaza (Queens Lawn).
7. Event proposal to be submitted a term in advance or no less than 2 months.
8. Events dates to take place during term time.
9. Events may be rejected if the event quota for this type of booking is reached- this is dependent on team capacity.

Booking your event 

There are several different types of events that can be hosted in our range of Bar Venues. Each venue is utilised specifically for the needs of our student. 

Step 1: CSP Event Proposal Forms  

Fill out the CSP Event Proposal Form.  

• Form:  Event Proposal Form 

We have updated the form to better capture your event and all details we need to know in order to approve and help you run your event safely and successfully. 

Important Note: You MUST submit an Event Proposal Form at least one month prior to your preferred and alternative event date. If you submit the form any time later, our systems will automatically reject your form.  

Step 2: Communication from the Beit Events Team  

Once you have filled out and submitted the form, the Beit Events Team will get back to you regarding availability of dates and any further details.  

There may be availability on the date you have requested, or you may be required to move the event to one of your alternative dates. In the event of none of the dates you have requested being available, the Beit Events Team will try their best to offer any other available dates.  

Step 3: Communications from the Activities Team  

While the Beit Events Team helps you finalise details and availability, the Activities Team will review your risk assessments and provide feedback on your requirements based on each specific event. You will receive communications regarding improvements to your form/risk assessment, or you will receive an approval or rejection.  

Step 4: Event Approvals 

Once the Activities Team have approved your risk assessment and you have agreed with the Beit Events Team on the date and details of your event. You will receive a confirmation email with your Booking Confirmation document.  

This will include all the details of your event as well as any charges from the Beit Events Team for the event.  

At this point you can progress with the Marketing of your event (such as advertising & selling tickets) 

Please note that the Beit Events Team may be in contact with you during this period if any further clarification is required.

Further Guidance & Useful Links

If you need any further guidance with running your event, please either contact the Beit Events or the Activities Team at the following emails:  

• Beit.events@imperial.ac.uk  
• Activities@imperial.ac.uk 

• CSP Union Venues Information | Imperial College Union

• If you are unfamiliar with our venues, this information document can help you choose which of the Bar venues might work best for your event.  
• It also includes the 23/24 charges for different services and add-ons the Beit Events Team provides. Our Terms & Conditions can be found on the same page. Please do take the time to read through them as it contains details on our policy regarding issues such as cancellations, drinks vouchers and other information.