WBS Affiliated Society Room Bookings

Room booking requests will only be considered if submitted by known contacts within a WBS-affiliated society.

To ensure your request can be properly reviewed and processed, please submit it at least 15 working days prior to your event. This allows sufficient time for the necessary checks and approvals.

Please note that if your event involves considerable risks, you are required to complete a specific risk assessment. This applies to all WBS-affiliated events, including those affiliated with the Students’ Union (SU).

Need help completing a risk assessment?

Watch our step-by-step guidance video, designed to make the process easier.

The video is divided into chapters so you can quickly find the information you need. Feel free to skip sections you are already familiar with and focus on the ones most relevant to you.

To access the chapters, click the lens icon in the top-right corner of the video or hover your mouse over the video timeline to browse and select chapters.

N.B. If your event includes the provision of alcohol, the following rules must be strictly followed:

A maximum of one alcoholic drink per expected attendee permitted.
At least one non-alcoholic drink per expected attendee must also be provided.
All alcohol must be ordered through Warwick Food and Drink.

To proceed, you must:

Read and comply with the Alcohol Licensing PolicyLink opens in a new window.
Complete and sign the Disclaimer Form.
Email Warwick Food and Drink at foodanddrink@warwick.ac.uk Link opens in a new windowto request a quote.
Attach the signed Disclaimer Form to your email.
Copy in WBSUGStuExperience@wbs.ac.uk Link opens in a new windowon all correspondence.
Clearly state that the event is student-led

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Uni ID

Full name

Yes

Society Name

Date of requested room booking

Time of requested room booking

How long do you require the room for

What is the name/title of your event?

Please provide detailed information about your reason for requesting a WBS Room Booking

Please provide a schedule of your event with approximate timings.

The event is on a weekend

The event is outside of normal working hours (ie after 5pm )

The number of expected attendees is over 100

The event will include external students (ie non-warwick students) or external (non-wbs) staff

The event will include individuals under the age of 18 or other vulnerable persons

There will be consumption of alcohol during the event

The event poses unusual risk or hazards

None of the above is applicable

If you selected one or more of the considerable risk factors, please complete and attach a specific risk assessment to this form before submitting it. Download the WBS Affiliated Society Annual Risk Assessment Template (this is the same document signed by one of the Society known contacts for low-risk events) and amend it to include the considerable risk(s) applicable to this event before attaching it to this form.

Will there be any catering at this event?

How many attendees are you required to host in this room?

Who is your target audience, including year and course? (E.g. All WBS Undergraduates, just first years, just International Management students etc).

Will there be a WBS and/or University of Warwick member of staff present at your event? If yes, please provide their name and contact email address.

If there are any external speakers attending provide their name, contact email, role in your event and their company name and job role.

If there are any vulnerable persons or individuals under the age of 18 due to attend the event, please provide further detail.

Please list two named contacts (full name, email and contact telephone number) from your Society who will be attending, running and hence responsible for this event. These should be Executive members, so please also provide their job roles.

Please select the following to confirm if you have been in contact with Warwick SU about this event

If you are a Warwick SU Affiliated Society – please give details of the contact that you have (or haven’t had) with the SU about this event (E.g. have you submitted your event planning pack yet, has this been approved etc)

SU Affiliated Societies ONLY: Will this event be ticketed? If yes, please notify us whether this is being ticketed through Warwick SU or an external body?

Please attach any relevant documents here

Attach file

No files are currently attached.

Additional comments ( e.g. room preference)

Privacy notice

The details you submit in this form will be sent to members of the Undergraduate Student Experience and Engagement team and may be shared with the Facilities Room Booking Team/ Academic Services.

Please see our Staff Privacy Notice or Student Privacy Notice for further information.

The University of Warwick is the Data Controller of any information you have entered on this form and is committed to protecting the rights of individuals in line with Data Protection Legislation. The University's Data Protection webpages provide further information on your rights and how the University processes personal data. If you wish to submit a data subjects rights request, make a complaint or report a suspected personal data breach, please contact the University’s Data Protection Officer by email at infocompliance@warwick.ac.uk.

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WBS Affiliated Society Room Bookings

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