When you make an ad-hoc room booking you are confirming that you have read and agree to these conditions. Failure to comply may result in a booking being cancelled and/or disciplinary action.

Please read the rules below before making any room booking request. You may also wish to read the guide to room bookings.

Freedom of Expression

The University has a legal duty to protect students’ right to free speech and this is covered by the Code of Practice for Freedom of Speech and Academic Freedom and Regulation 18. Users of rooms must comply with both.

Further information is available in the guide to Freedom of Expression.

Rules for using General Teaching Rooms (GTA) and other ad-hoc room bookings

• All room users must follow the University’s Health and Safety policies and guidance, including no smoking
• Food and drink are permitted, with the following exceptions:
  • No food or drink in tiered lecture theatres and computer rooms/labs
    
  • Hot food only permitted in GTA for occasional academic or corporate events
  • No pizza in GTA
  • During teaching weeks food and drink may not be served in the following foyers between Monday to Friday 08:15 – 17:05 and 08:15 – 13:05 on Wednesdays: Chancellors' Building Level 1 (no food, drinks only) and Level 2; East Building Level 0 and Level 1; 1 West Level 2 (outside 1 West 2.101); 2 East; 3 East; 3 West North; University Hall
  • No food or drink at any time in the circulation spaces in Chancellors' Building Levels 3, 4 or 5 unless arranged by Conferences and Events. No food in the Level 1 foyer, Chancellors' Building
  • 4 West: Food and drink only in the Atrium Exhibition Space
  • All other foyer spaces, including The Edge are overseen by local departments that set what food and/or drink may be served
• Activities in GTA must not disturb users nearby. If you need a room for an activity which may disturb others, please contact Academic Registry before making a booking to establish a room suitable to your requirements
• No dancing or other physical activity in the Chancellors' Building, 3WN 3.7 & 3.8
  
• No dancing or other noisy activities in 4 East (particularly 4E 3.19) or 1 West 3.103
• Only groups affiliated with the Students’ Union or those sponsored by a department may book a room. Bookings can be made only by a named committee member such as the Chair, Secretary or Treasurer. The society or group name must be stated in the booking description
• All students are expected to use rooms in line with the University’s Misconduct Made Clear policy. Students that don’t follow these expectations may be referred to the University’s Student Disciplinary procedures, set out in the Regulations for Students
• IT equipment in the room must be used in line with the IT Acceptable Use Policy
• Room bookings made for external events that require AV support must contact DDaT to request event support
  
• Rooms must not be used for activities not related to the University. Staff should instead contact Conferences and Events
• Furniture must not be removed from the room
• Room occupancy must not exceed the stated room capacity; The person teaching in a room (or the person supervising the booked space) is responsible for ensuring the room is not overcrowded (i.e., more occupants than the health and safety capacity dictates) at any point
• At the end of your booking:
  • Log off all equipment and leave it on standby
  • Furniture must be left in the layout noted on the wall diagram in the room
    
  • Rooms must be left clean and tidy, with writing boards cleaned. Close any windows
    
  • Where food is consumed, the room must be appropriately ventilated before the end of the booking
  • Leave the room promptly by five minutes past the hour; all room bookings end at five minutes past the hour to allow for changeover of users and to install any equipment
    
  • Report damage/faults in the room or to furniture, or issues with cleanliness to Campus Infrastructure
  • Report any technical issues with IT or AV equipment to DDaT
• Additional rules for use of Foyer spaces and University Hall are available from Safety, Health and Wellbeing Services