Bookable Spaces

• 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 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.)

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
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 guest.
6. Bookable spaces are only Princes Gardens and Dangoor Plaza (Queens Lawn)
7. Event proposal to be submitted a term in advance, and only for term 2 and 3 (Jan-August). This is a temporary measure with the current Union Activities Team resource.
8. Events dates to take place during term time. 

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. Please check out Our Venues | Imperial College Union to see which venue will be best for your event.

Booking your event:

Step 1: Contact the Event Operations Coordinator via beit.events@imperial.ac.uk. In this email please provide the following;

• A brief description of the event
• What venue you would like
• Your preferred date and 3 alternative dates
• Expected number of attendees
• Any special requirements that you think of during the planning phase such as AV/ tech and drinks vouchers

Please note that this email should be sent a least 4 weeks prior to your preferred date.

Step 2: Once you have discussed and agreed on a date with the venues team. Please fill out the event proposal form and risk assessment at least 4 weeks prior to the agreed upon date, with guidance on how to do so below.

Form: Event Proposal Form (advancedwebform.com)

Guidance: Planning CSP Events | Imperial College Union

Step 3: We will approve/provide feedback to 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: Once your event proposal and booking form is approved by a member of the Beit Events team. You will receive a PDF summary of the events confirmed details.

At this point you can progress with the marketing of your event (such as advertising and selling tickets).

Please note the Beit events team may be in contact with you during this time to clarify details of your event.

If you need any further guidance with running your event, please let us know and we will be happy to help!

Drinks Vouchers:

Upon request, drinks vouchers can be issued to the club, society, or project as part of their bar night booking. These can be used by attendees at the event in exchange for a drink.

The value of individual drinks vouchers is £4.00. The required number of vouchers will be charged to the allocated club, society or project prior to the event via e activities.

Please note this charge must be accepted before you are given the vouchers. The vouchers are only valid for the day of the event, unless otherwise specified by the Beit Events team. All vouchers are single use and have a date for use.

If drinks vouchers are requested these will be available for collection from a Duty Bar Manager at the beginning of the event.

Terms & Conditions

Event Disclaimer - This is event is considered to be going ahead and the event will be set up as per the PDF confirmation specification. Cancellations need to be received by the Beit Venues / Events Team in writing 72 hours before the start time of the event. If a written cancellation is not received, charges for booked staff and services will apply.

Please remember to adhere and respect our venues 'Code of Conduct'. 

For full terms and conditions about bar nights, our venues and drinks voucher please visit Our Policies.

If you would like more information, get in touch with the Event Operations Coordinator via beit.events@imperial.ac.uk