Inorder to do so, you need to to fill out a Venue Request Form and email it to uclu-csactivity@ucl.ac.uk.
Here is the 'How to Guide' to help explain the process
Please read through the UCLU Terms and Conditions below:
1. Application for hire
The purpose of the intended hire must be stated at the time of application, and you may use the facilities for that purpose only. UCL Union reserves the right to refuse any application or to cancel a booking at any time.
2. Cancellations
Club/Society bookings that are not required must be cancelled at the earliest opportunity and no later than 5 working days prior to the period of use. Unused room bookings that are not cancelled within the stated deadline will be subject to a charge.
3. Damage
The Club/Society will be held responsible for any damage caused to the premises, fixtures or fittings, or equipment by the Club/Society or its guests.
4. Advertising
Public advertising of events held at UCL Union is strictly prohibited, unless prior written permission has been granted by the General Manager. This includes media promotions and the distribution of posters and leaflets. Any form of advertising or promotion is forbidden until the booking has been confirmed in writing by UCL Union.
5. Subletting
It is prohibited to sublet any UCL Union room or facility.
Infringement of either 4 or 5 of the above nullifies any contract which may have existed, and UCL Union will not be responsible for any contingent loss or expense incurred by the event organisers or their agents.
6. Posters, signs, decorations
Directional signs, notices and decorations may be fixed to the walls on the day of booking using blutac only and should be removed at the end of the booking. Posters, signs etc. must not be attached to the fabric of the building, outside walls, street furniture, lampposts in the College precinct or surrounding streets. A charge will be made in respect of any damage caused.
All decorations must comply with relevant fire safety regulations and can be submitted for approval prior to event. All decorations will be inspected immediately prior to the event start. UCL Union’s decision on use of any materials on its premises is final.
7. Food/drink
Please note that only in exceptional circumstances will organisers be permitted to bring food and/or drink into UCLU premises.
8. Smoking
Smoking is only permitted in designated areas.
9. Safety
(i) The hirer should ensure that all room users are familiar with the location of the nearest fire call point, and emergency exit routes. All users are required to immediately evacuate the premises in the event of an emergency, including the sounding of the fire alarm.
(ii) Fire doors must be kept closed and must not be wedged open. Fire doors, fire corridors and fire extinguisher equipment must be clear of obstruction at all times
(iii) Please ensure that the bar you choose has sufficient capacity for your event. UCL Union will not allow the stated capacities for each bar to be exceeded.
(iv) Please note that any changes to the layout of the venue may result in reduced venue capacity. The Departmental Safety Officer or his /her representative will check all venues prior to event start time for safety of the layout / decorations. Please note that their decision on safety related matters is final.
10. Maintenance of Order
The Club/Society President shall be responsible for ensuring good order in the booked area throughout the hire period. UCL Union reserves the right to refuse admission to any speaker, artist, or patron likely to prejudice good order.
11. Finish times
The Club/Society President is responsible for ensuring that the premises are vacated promptly at the end of the booking.
12. Supply of alcohol
The supply of alcohol is subject at all times to the relevant licensing regulations.
13. Confirmation of booking
Clubs & Societies are reminded that their events and expenditure must comply with relevant Union regulations.
14. Staff costs
Where Club/ Society fails to meet the cost of staffing the event through sales, the Club/ Society
Shall be liable up to and including the full cost of staffing the event.
Please note that no booking will be confirmed until the event budget has been agreed by Finance SubCommittee and a confirmation of booking is issued.
Declaration
By submitting this form you are agreeing to the attached terms & conditions of booking and understand that any requests for booking and subsequent provisional booking notification received are subject to approval of the attached event budget at Finance SubCommittee.
