Booking Rooms as a Student Group

Deadlines for submitting your forms

Due to staff time we have had to enforce deadlines on when you can submit a form and expect your event to be booked in and approved.

  • Events in University rooms - 1 week prior to the event.
  • Events in Union rooms (Bar latitude etc) - 1 week prior to the event.
  • Events in External venues - 1 week prior to the event.
  • Any events involving External Speakers (anyone who is not a Greenwich Student or staff member) - 2 weeks prior to the event.
  • Trips including booked transport (minibus or coach, not public transport) - 3 weeks prior to the event.

Please note that for more complex events and activities (e.g. external events which include transport, booking out the whole bar rather than a side room) more time will be needed in order to organise and approve than is given in these deadlines.

Hosting Speakers or Performers

If you are planning an event where you are inviting a speaker to give a presentation, talk, or debate on an issue then please make sure you have read the information available on the handbook page about Hosting Speakers, and have ensured your form has been sent in a minimum of 2 weeks before the proposed date of the event.

We recommend sending your form in well before this deadline as this is the absolute minimum and even then we cannot ensure that there will not be a delay due to the University and Union checks and procedures that must be followed.

Booking Union Rooms

The Activities Room at Greenwich is bookable free of cost for student group meetings and events (provided they are suitable for the proposed purpose).

  • Bookings can be made for up to a term at a time, however if on three occasions the room is unused during the time booked then any future bookings will be cancelled. This is in order to keep as much space available for student use as possible.
  • All bookings need to have forms sent in at least 2 weeks before the proposed date - if your booking includes a speaker this increases to 10 working days minimum.

Booking University Rooms

A large number of classrooms, lecture theatres, and other University rooms are bookable for student group meetings and events (provided they are suitable for the proposed purpose). Most rooms are free to use, but some may involve an added cost (which will be advised at time of confirming a booking).

All bookings run to the University sessions timing, which means bookings made for 'on the hour' times actually start 10 minutes before, and end at 10 minutes to, which allows for the next teaching staff member to set up the room before beginning their lecture on the hour. E.g. this means a booking from 5-6pm will actually give you access to the room from 4.50-5.50pm. We can book rooms in half-hour increments, so we suggest including an extra half-hour on your booking to allow for set-down time.

  • To book a University room you must submit the Room Booking Form to the activities@gre.ac.uk, and staff will request to book the room via the University Room Bookings online system if it is free, or advise of alternative times/dates/rooms if the room is not free. It is then up to the University Room Bookings team to confirm or deny the booking, or request more information, via the Student Activities staff.
  • All bookings need to have forms sent in at least 7 days before the proposed date - if your booking includes a speaker this increases to 10 working days minimum.
  • Bookings can be made for up to a term at a time, however if on three occasions the room is unused during the time booked then any future bookings will be cancelled. This is in order to keep as much space available for student use as possible.
  • Currently we cannot book rooms during undergraduate exam time, as priority has to be given to accommodating the exams. For information on when the University considers exam time to be please look at the University Term Dates
  • If your booking involves a visiting speaker, please bear in mind that it will take longer to approve, as we have to run a series of checks on every proposed speaker. We are also not able to book University rooms or permit advertising of an event where the proposed speaker has not been explicitly approved in writing by a member of the Student Activities staff team. Please bear this in mind when planning your events, and allow some leeway of time for this to happen. More information and guidance for visiting speakers can be found on the handbook page about Hosting Speakers.