Room Bookings

 

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ad hoc room booking

 

 

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annual room booking

 

Bookable Spaces & Times Available

Booking a space for a CSP activity? The Student Union has a range of spaces to available for use in both the Union Building and the College Spaces. Please find a comprehensive list of our bookable spaces, the times they are available for booking, their room codes and their capacities below.

All Union Building Spaces are bookable during the times below:

  • 10:00 - 22:00 on weekdays
  • 10:00 - 22:00 on weekends

All college spaces are bookable during the times below: 

  • 18:00 - 22:00 on weekdays
  • 10:00 - 22:00 on weekends

Some college spaces are bookable from 13:00 on Wednesdays (please see the relevant column in the table below to check this). Wednesday afternoon bookings, in the college spaces, are subject to the following stipulations:

  • minimum risk of noise
  • no bookings over 4 weeks in advance

You will need to familiarise yourself with our Room Bookings Terms & Conditions before booking a college or union space. 

  • Union Building - Beit Quad
    • Spaces are bookable: 8:00- 22:30
    • Campus Map: Here
    Floor Room Capacity Notes Celcat Name
    Floor 1 Union Dining Hall 100  
     BEIT-01-N106 - Dining Hall
    Activity Space 1 50   BEIT-01-N104 - Activity Space 1
    Activity Space 2 50   BEIT-01-N105 - Activity Space 2
    Meeting Rooms 1 and 2 41   BEIT-01-N103B - Meeting Room 1
    Floor 2 Union Concert Hall 220   BEIT-02-N203 - Concert Hall
    Floor 3 Meeting Room 3 44   BEIT-03-N302 - Meeting Room 3
    Meeting Room 4 42   BEIT-03-N304 - Meeting Room 4
    Gym 75   BEIT-03-N314 - Gym
  • South Kensington Campus
    • Spaces are bookable: 18:00- 22:30 on weekdays and 8:00- 23:00 on weekends
    • Campus Map: Here
    Building  Room  Capacity  Notes Bookable on Wednesday Afternoons (Y/N) Celcat Name
    Blackett 539 40 Department access only Y BLKT 539
    630 40 NOT available until Spring 2023. Department access only Y BLKT 630
    741 40 Department access only Y BLKT 741
    1004 40 Department access only Y BLKT 1004
    Phys LT 1 246 Department access only Y BLKT 229 - Lecture Theatre 1
    Phys LT 2 120 Department access only Y BLKT 113 - Lecture Theatre 2
    Phys LT 3 120 Department access only Y BLKT 112 - Lecture Theatre 3
    City and Guilds  649 19   Y CAGB 649
    650 19   Y CAGB 650
    651 19   Y CAGB 651
    652 19   Y CAGB 652
    749 19   Y CAGB 749
    750 19   Y CAGB 750
    751 19   Y CAGB 751
    752 19   Y CAGB 752
    LT 200 350   Y CAGB 200
    LT 300 152   Y CAGB 300- Level 3
    LT 640 80   Y CAGB 640
    LT 664 164   Y CAGB 664
    Electrical and Electronic Engineering 508 48 Unavailable from December. Quiet activities only - EENG 508
    509A 100 Unavailable from December. Quiet activities only - EENG 509A
    Flowers Foyer (G.41) 100 Quiet activities only Y FLOW G.41 - MDRB Foyer Social Area
    G45 6   Y FLOW G45-MDRB
    G47 95   Y FLOW G.47A- MDRB + FLOW G.47B- MDRB
    Huxley 341 44   Y HXLY 341
    711C 18   Y HXLY 711C
    Clore 270   Y HXLY 213 - Clore Lecture Theatre
    LT 130 83   Y HXLY 130
    LT 140 57   Y HXLY 140
    LT 144 101   Y HXLY 144
    LT 145 112   Y HXLY 145
    LT 308 194   Y HXLY 308
    LT 311 157   Y HXLY 311
    LT 340 153   Y HXLY 340
    Royal School of Mines G.41 90   N RSM- G41 - Teaching Room
    301 D 40   Y RSM- 301D
    301 E 40   Y RSM 301 E
    LT 1.31 141   Y RSM- 131- Sutton Lecture Theatre
    LT1.47 108   Y RSM- 147
    LT G.20 144   Y RSM G20
    Sir Alexander Fleming 119 40 Noise disturbance likely due to maintenance works  N SAFB 119 - Seminar Room
    120 50 Noise disturbance likely due to maintenance works  Y SAFB 120 - Seminar Room
    121 40 Noise disturbance likely due to maintenance works  Y SAFB 121 - Seminar Room
    122 70 Noise disturbance likely due to maintenance works  Y SAFB 122 - Seminar Room
    G15 14 Noise disturbance likely due to maintenance works  Y SAFB G15 - Seminar Room
    133 50 Noise disturbance likely due to maintenance works  Y SAFB 133 - Seminar Room
    G28   Noise disturbance likely due to maintenance works 

    To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: Medical Labs)
    N  
    G60 15 Noise disturbance likely due to maintenance works  Y SAFB G60 - Seminar Room
    G61 15 Noise disturbance likely due to maintenance works  Y SAFB G61 - Seminar Room
    G62 15 Noise disturbance likely due to maintenance works  Y SAFB G62 - Seminar Room
    G63 15 Noise disturbance likely due to maintenance works  Y SAFB G63 - Seminar Room
    G64 15 Noise disturbance likely due to maintenance works  N SAFB G64 - Seminar Room
    G65 15 Noise disturbance likely due to maintenance works  N SAFB G65 - Seminar Room
    G67 6 Noise disturbance likely due to maintenance works  Y SAFB G67 - Seminar Room
    G68 6 Noise disturbance likely due to maintenance works  Y SAFB G68 - Seminar Room
    G69 6 Noise disturbance likely due to maintenance works  Y SAFB G69 - Seminar Room
    LT G.16 320 Noise disturbance likely due to maintenance works  Y SAFB G16 - Lecture Theatre - Level 1
    LT G34 176 Noise disturbance likely due to maintenance works  Y SAFB G34 - Lecture Theatre - Level 1
    SAF Foyer  

    Noise disturbance likely due to maintenance works 

    To book this room please fill in a Stall Proposal Form (see: How do I book a Stall?)

    Y SAFB G01- Foyer
    G133   Noise disturbance likely due to maintenance works 

    To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: Medical Labs)
    N SAFB 133 - Concourse Level 1
    RCS1   Noise disturbance likely due to maintenance works 

    To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: Medical Labs)
    N  
    212A, B, C  

    Noise disturbance likely due to maintenance works 

    To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: Medical Labs)

    N  
    310A, B  

    To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: Medical Labs)

    N  
    311A, B, C  

    Noise disturbance likely due to maintenance works 

    To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: Medical Labs)

    N  
    Sherfield Pippard 118   N SHER 569 - Pippard Lecture Theatre
     
    Read 128   N SHER 571 Read Lecture Theatre
    JCR 100   N SHER 212- Junior Common Room
    Multi Purpose Space 50 Ad-Hoc bookings only Y SHER-03-322W2- Multi Purpose Space
    Sherfield Foyer   To book this room please fill in a Stall Proposal Form (see: How do I book a Stall?) N SHER 1C1 Concourse- level 1
    Skempton 301 92   N SKEM 301
    307 77   N SKEM 307
    060ABC 90 No longer bookable (Academic Year 23/24) 

    DO NOT touch wall dividers. Specialist training needed to avoid damage.
    N SKEM 060A
    064AB 60 No longer bookable (Academic Year 23/24)

    DO NOT touch wall dividers. Specialist training needed to avoid damage.
    N SKEM 064A
    163 30   N SKEM 163
    165 30   N SKEM 165
    LT 164 160   N SKEM 164
    LT 201 124   N SKEM 201
    LT 207 49   N SKEM 207
    SALC SALC 1 18 Available Fridays only. Quiet activities only. N ASL 5.01
    SALC 2 18 Available Fridays only. Quiet activities only. N ASL 5.02
    SALC 5 36 Available Fridays only. Quiet activities only. N ASL 5.05
    SALC 6 36 Available Fridays only. Quiet activities only. N ASL 5.06
    SALC 7 36 Available Fridays only. Quiet activities only. N ASL 5.07
    SALC 8 14 Available Fridays only. Quiet activities only. N ASL 5.08
    SALC 9 15 Available Fridays only. Quiet activities only. N ASL 5.09
    SALC 10 39 Available Fridays only. Quiet activities only. N ASL 5.10
  • Charing Cross Campus
    • Spaces are bookable: 18:00- 22:30 on weekdays and 8:00- 23:00 on weekends
    • Campus Map: Here
    Building Room  Capacity Notes Bookable on Wednesday Afternoons (Y/N) Celcat Name
    Reynolds Basement Rm 1 20   Y CXRB LG04 - Seminar Room B1 Reynolds Building
    Basement Rm 2 20   Y CXRB LG06 - Seminar Room B2 Reynolds Building
    Seminar Rm 1 35 Refurbishment work scheduled- Summer Term N CXRB 103 - Seminar Room R1 Reynolds Building
    Seminar Rm 2 20 Refurbishment work scheduled- Summer Term Y CXRB 137 - Seminar Room R2 Reynolds Building
    Seminar Rm 3 20 Refurbishment work scheduled- Summer Term Y CXRB 137A - Seminar Room R3 Reynolds Building
    Practice Room A 8 Refurbishment work scheduled- Summer Term N CXRB 106 - Practice Room A
    Practice Room B 8 Refurbishment work scheduled- Summer Term N CXRB 108 - Practice Room B
    Practice Room C 8 Refurbishment work scheduled​​​​​​​- Summer Term N CXRB 110 - Practice Room C
    Comms Skills Rm A 30 Refurbishment work scheduled​​​​​​​- Summer Term N CXRB 107 - Communications Skills A (Seminar Room A)
    Comms Skills Rm B 30 Refurbishment work scheduled​​​​​​​- Summer Term N CXRB 109 - Communications Skills B (Seminar Room B)
    Comms Skills Rm C 15 Refurbishment work scheduled​​​​​​​- Summer Term N CXRB 111 - Communications Skills C (Seminar Room C)
    Music Studio (LG25) 100   N CXRB LG25- Music Studio
    Brian Drewe LT 340 Refurbishment work scheduled​​​​​​​- Summer Term Y CXRB 102 - Brian Drewe Lecture Theatre
    8th Floor Teaching Room 66   Y CXLB 876 - 8th Floor Teaching Room
    10th Floor Lecture Theatre/ Lab Block 91   Y CXLB 1076 - 10th Floor Lecture Theatre/Lab Block
    Glenister Seminar Room G1 25   N CXGH G.7 - Glenister Seminar Room G1
    Seminar Room G2 20   N CXGH G.8 - Glenister Seminar Room G2
    Seminar Room G3 20   N CXGH G.9 - Glenister Seminar Room G3
    Glenister Lecture Theatre 138   N CXGH 1.14 - Glenister Lecture Theatre
    Lab Block Comms Skills Rm 1 16   N CXLB 1107A- Room A (Communication Skills 1)
    Comms Skills Rm 2

    16

      Y CXLB 1107D- Room D (Communication Skills 2)
    Comms Skills Rm 3 16   Y CXLB 1107G- Room G (Communication Skills 3)
    Comms Skills Rm 4 16   Y CXLB 1107I- Room I (Communication Skills 4)
    Practice Interview 1 3   N CXLB 1107B- Room B (Practice Interview 1)
    Practice Interview 2 3   N CXLB 1107C- Room C (Practice Interview 2)
    Practice Interview 3 3   N CXLB 1107F- Room F (Practice Interview 3)
    Practice Interview 4 3   N CXLB 1107J- Room J (Practice Interview 4)
    721 A, B   To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: step 3) N  
    722 A, B   To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: step 3) N  
    723   To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: step 3) N  
    724   To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: step 3) N  
    731   To book this room please fill in a Faculty of Medicine Student Room Risk Assessment (see: step 3) N  
  • White City Campus
    Building Room Capacity Notes Bookable on Wednesday Afternoons (Y/N)
    Uren Uren. G18 8- 10   Y
    Eighty Eight Wood Lane 88WL. G04B 8- 10   Y
    88WL. G02 15+   Y
    88WL. G02A 15+   Y

     

Checking Space Availability

  • All bookable rooms can be checked via the CELCAT Live calendar link which accessible to all logged in students and staff using their imperial.ac.uk email account.
  • Once logged in, in the box in the left hand corner, change the 'type' to 'rooms'. This will change the options along the page's top bar.
  • Using the room codes provided in the tables above, enter the room code into the 'Resource(s)' box at the top of the page to search for availability of that room. It will provide you with a calendar overview of the room/space. If a space is light grey, with no text, it means the space is available for bookings.
  • If available, you may submit an ad-hoc room booking request for that space. 

Accessibility

Information about the accessibility of our campuses is available online through the AccessAble accessibility guide.

How can I book a room?

For Booking Adhoc Bookings please see the process here.


Additional College spaces

The below spaces have different booking processes in comparison to the normal booking process. For more information on them, please click below.

  • The Great Hall, Senior Common Room and Queens Tower Room
    1. Check availability of these spaces with the Internal Events and Conferencing Team. You can contact them on roomsandcatering@ic.ac.uk or head to the Student Hub in Sherfield Building. 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.)

    1. 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. 

    1. 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. 

    1. 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.)

  • Junior Common Room

    Process and Details Coming Soon

  • Sports Facilities

    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

  • Outdoor College Space - Princes Gardens & Dangoor Plaza

    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.
  • Union Venues - Metric, Union Bar, 568, h-bar & Reynolds Bar

    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.  

    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:  

     

    • 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. 

Contact us

If the room you are looking to book doesn't appears to be on any of the lists above, or if you believe any of the information is incorrect, please contact: activities@imperial.ac.uk.