Room Booking Request

Please note that rooms should be requested at least one week in advance of the required date. You will normally receive a reply regarding your room request within 2 working days of submission, although this may take a little longer at peak times of the year. Please remember that submitting this form does not gurantee the requested room and you will need to wait for the confirmation to find out which room has been booked for you. We try our best to match a room which best suits your requirements.

Name of Club/Society:

Type of Room:

Preferred Building:

Preferred Room:

Approximate number of people expected to attend:

Will there be any non Surrey staff or students attending?

Will there be a guest speaker?

What is your guest speaker's name?

You must enter a name if having a guest speaker

Are you charging for your event?

Will you be showing films?

If showing a film, what is the film's title?

no charge can be made to show a film as the licence prohibits this

Requested Date:

DayMonthYear

(Please note that bookings must be made at least 1 week in advance)

Frequency of the Booking:

(Please note regular repeat bookings can only be made on a termly basis. If you wish to book the room for the same times over the other terms you'll need to submit additional requests closer to the relevant term)

Requested Start Time:

(Please note that bookings cannot usually start before 6pm on weekdays during semester time)

Requested Finish Time:

End date of your booking:

DayMonthYear

Purpose of use for the room:

Other Requirements:

FOR FOYER BOOKINGS ONLY: If you would like to provide your own catering or supply your own alcohol for the event please tick the box below and ask an HCS catering manager to contact the VP Societies to sign it off: PLEASE NOTE: No food or drink can be consumed in any of the rooms, only in the bookable foyer spaces

Your Full Name:

Your committee position (Please note only club/society signatories can book rooms, not club/society members):

Your URN:

Your University department:

Your Surrey Email Address:

Terms and Conditions

1.No food or drink can be taken into the booked room at any times. Should food or drink be required then a seperate foyer area must be booked for this purpose.
2. Where a room booking confirmation is received, the club or society accept responsibility for the room and its fixtures and fittings during the course of the booking.
3. If any furniture items are moved around during the booking then they must be returned to their original position at the end of the booking.
4. If any posters or other items are attached to the walls then they must be removed at the end of the booking.
5. Any damage to the room or its fixtures and fittings during the course of the booking should be reported immediately and the club or society may be liable for the cost of replacement items.
6. Your club or society must vacate the room at the agreed finish time. All events must finish by 10pm.
7. Academic sessions take precedence over any club or society room requests. Teaching rooms are typically only available from 6pm on weekdays and club or society bookings will not be processed until all academic requirements have been timetabled.
8. Your club or society must not book a room for the use of any other group or individual and can only book rooms their own, agreed society activities.
9. Be respectful of other facility users around who may be around your group during the booking. Do not create unneccessary noise or cause disturbance to those around you.
10. If an external speaker or guest is attending your event then full details of the intended guest/speaker must be forwarded to the Students' Union immediately.
11. Under the film licence held by the University, it is not legal to charge attendees to see a film showing and no rooms can be used for this purpose.
12. Failure to abide by the terms and conditions of the club or society room booking system may result in disciplinary action by the Students' Union and suspension of using the facility.

Please click here to show that you have read and understand the terms and conditions:

Room Request Form