Booking A Room On Campus

One of the perks of being  a club or society affiliated with Keele SU is that you get free access to a wide range of spaces on campus, and special deals on rooms that require payment. We've put together a quick guide to booking rooms on campus to help you decide how best to run your event.

 

Rooms and Spaces at Keele SU

In the Keele SU building we have a wide range of spaces available for clubs and societies to use.

These can be block booked at the start of the year in September, via a block bookings form, however this closes by October time, we then allocate space to societies to make this fair for the year.  All other block bookings after this time must be manually booked onto the system via yourself in the booking hub or you can email us at su.activities@keele.ac.uk and we can see what we can do. 

All rooms and spaces within Keele SU and  the Forest of Light can booked through the Booking Hub.

If you are planning an evening event or would like to make use of the Ballroom, the Squirrel, or K2 Bar, you will need to contact the Venues Team, at su.venues@keele.ac.uk

• Room bookings must be submitted at least three working days before the event is due to happen
• Food and drink is allowed, but please make sure you tidy up before you leave
• The External Speaker Form (see below) must be completed before allowing any non-students to host, speak or perform at your event.
• If you arrive and the room is locked or you have any other problems, you can contact the Duty Manager on 07523 514170.

 

Activites Equipment

Clubs and Societies have access to equipment for use at their meetings, events, and fixtures.   
These pieces of equipment are available for all groups to use. The equipment must be signed out and returned when stated on the booking form.
They must be returned undamaged and in the state that the equipment was leant to the group.  Any faults and damage incurred must be reported when handed back in.  
You can book this equipment here

 

Vehicle Bookings

You can request to book a Keele SU minibus via the Keele SU Booking Hub. You can request to book a 9 or 17 seater with or without a driver. You will receive confirmation of your booking if available. 

Please note: it is easier to book a bus if you have a registered driver as we cannot always accommodate provided drivers. 

To Register as a driver: 

You must:

• Be 21 and over AND hold a full UK driving license for at least 2 years
• Agree to the driver declaration T&C's.
• Have no motoring convictions or pending convictions in the last 5yrs.
• Have no reportable medical conditions.
• Have not been involved in any accidents or made any motor claims in the last 3yrs.
• Not have been refused by any insurance companies.

You are not permitted to be paid to drive an SU minibus.

 

Stall Bookings

This allows you to book a stall for fundraising stands, promotions and marketing 

You can book a stall here

Online bookings must be made at least 2 days in advance. Any stalls booked providing food must be booked at least 7 days ahead.

Any stall bookings with food must have emailed the activities team beforehand stating they have a food safety certificate or if they require one before the booking is made at su.activities@keele.ac.uk 

 

Rooms in the Wider University

Groups can also book rooms across the rest of campus. Popular locations include the Chancellor's Building and Walter Moberley,  During termtime, this is arranged by the Central Timetabling Unit (CTU), and further information about how to book a University room and what to do if you need a room outside of term time can be found here.

• Room bookings must be submitted at least three working days before the event is due to happen
• Food and drink is not allowed in University rooms, unless it is provided by University Catering
• Groups may need to provide a risk assessment before the event can be approved
• The External Speaker Form (see below) must be completed before allowing any non-students to host, speak or perform at your event.
• If you arrive and the room  is locked or you have any other problems, you can contact Campus Security on 01782 733 004
• Groups are subject to the Code of Practice when booking University rooms for the benefit of all users

You can contact CTU by emailing timetabling@keele.ac.uk. They will reply within 3-5 working days, although it may take longer during busy periods.

 

Keele Hall

Keele Hall is one of the best beauty spots on campus, so it's no wonder that it's a popular destination for our clubs and societies! Whether you're organising an academic conference, a society meal or an end of year ball, Keele Hall no doubt has a space suitable. You can find out about the rooms available here, as well as how to book. If you are want to go ahead with an event at Keele Hall, here are some things you need to think about:

• All groups will be required to make a deposit in order to secure your booking, so you need to make sure you have enough in your club or society account. You can request an up to date finance report by contacting su.activities@keele.ac.uk
• All bookings for clubs and societies will need signing off Keele SU. You must email the contract over to su.activities@keele.ac.uk for staff to sign.
• The External Speaker Form (see below) must be completed before allowing any non-students to host, speak or perform at your event.
• Payments to Keele Hall (deposits and final payments) must be processed through the committee finance system. You can access this through your committee admin tools.

If you need any further help or advice, or want to chat to Activities first before you go ahead with a booking, please contact su.activities@keele.ac.uk
 

External Speakers

When planning your club or society activities, you might want to invite someone who is not a student of Keele University to come and speak, perform at or host one of your events. This is fine, but it's really important that the committee completes the External Speaker Process. This applies to events both online, on campus and off campus, and is a way of helping us assess the risk of events or speakers. For example, if a group wanted to invite Darth Vader to their society event, the External Speakers Procedure would help us assess that this might not be the best idea. Alternatively, if a group wanted to invite David Attenborough, this would be really cool however we would still need to know about it so that the appropraite safety and security measures could be put in place.

Before your event takes place, you need to make sure you have filled in this External Speakers Form at with plenty of time to spare. This is to give University staff chance to review your speaker and check that everything is ok.  Whether you think your speaker is high risk or not, you still need to fill in the form. If you know there is a chance your speaker may be higher risk or slightly controversial, the form will need submitting at least four weeks in advance. Please see the diagram below for further guidance.

                            

If you're still unsure, you can read about the External Speakers Procedure in full here. If you have any questions or need further clarification, please contact the Designated Officers at the Univeristy at speakerapproval.designatedofficers@keele.ac.uk.