Room booking forms
Please note that after a room has been booked, if you no longer wish to use the room, please ensure you cancel giving 24 hours notice.
We appreciate that in certain exceptional/unforeseen circumstances non-attendance is unavoidable. Please can all groups cancel a room even if it is at the last minute (no later than 4pm (working day)). If reception is closed and you wish to cancel your booking please send an email to Nicola.firstname.lastname@example.org or Sue.McInerney@nottingham.ac.uk
Room bookings can be cancelled through Nicola Boyes on Main Reception/Box Office.
Failing to cancel a booking will result in your group being charged £25. If you do not attend a room booking for 3 sessions your group will be banned from any further bookings. If your society is in debt, a strike system will be followed whereby if your group fails to attend a room booking they will receive a strike, a second strike will be imposed for failing to attend a 2nd room booking and 3rd failure will result in a complete ban.
Please note if you are leaving your room booking early (Portland) then you must inform the Building Attendant.
Annual Room Bookings 2017/18
Following consultation and feedback obtained from student group committee members this academic year, we are happy to announce that the process for requesting rooms for the 2017-18 academic year will be changing.
All requests MUST be submitted through an online form which will be made available by email and online here to student groups to access from 5th June 2017, with submissions allowed from 12pm on 14th June 2017. This will give you time to fill in the form before sending through to us. There will be no queuing system in Portland as there has been in previous years.
Most importantly, requests will no longer be solely considered on a first come, first served basis with each request now being considered on its merits. Therefore, as part of your booking request, we will ask you to justify why you are booking a particular room at the given dates and times. You will also be given the opportunity to add further context to your request if you feel this will be of use.
Requests will be looked over by SU Box Office staff, the Activities Officer and Student Group Development Coordinators who will use their knowledge and experience of your respective groups to help allocate spaces fairly and logically.
If your request conflicts with another, or if we are struggling to allocate a space in any way, we will take into consideration the society/student group status, and then the order of which the request was placed.
The process of allocating rooms to student groups will still only happen after the university has first allocated rooms for teaching, and we expect this to happen by the end of August. We will therefore work to notify you of what rooms you have been allocated by the end of the first week of September.
UPDATE: Unfortunately, due to a delay in getting the system, you hopefully will be notified at some point w/c 18 September 2017
If you have any questions regarding this process, please speak to your development coordinator or Nicci Boyes or Sue McInerney on the SU Box Office.
One-off bookings - process the same as annual room booking requests
Room Bookings Menu
Further Information on Room Bookings and How to Cancel:
Room Bookings Chart