Request a booking

Once you have submitted your booking form a member of the booking team will email you to confirm your booking. Approval of your event must not be assumed until you have received email confirmation.

Name of organisation/ society/ department

Name of organiser

University ID (if staff or student)

Phone/extension

Date of event (including set up)

Start time (including set up)

End date (including packing away)

End time (including packing away)

Which zone would you like to book?

Please give a brief and accurate description of your event

Equipment, apparatus and electricity

(In the event of heavy rain, you should not use electrical equipment.)

What equipment/apparatus will be used? Please state size, number etc and indicate where equipment/apparatus will be positioned. Please note that event organisers are responsible for providing furniture and/or electrical equipment.

a) Structures: (e.g marquee, fencing, staging, stalls or “not applicable”)

b) Furniture: (e.g seating, tables, temporary flooring or “not applicable”)

c) If you require electricity please state requirements (e.g lighting or “not applicable”)

Food and drink

The giving away or selling of food, drink and merchandise is not permitted, only in exceptional circumstances. Please note that the Piazza and Benefactors Place are licensed spaces and therefore no groups or individuals (with the exception of the licensees) may sell or provide alcohol.

Will food and drink be provided? Please refer to terms and conditions point 7.

If Yes, who will provide the food and drink?

Statutory approvals

Have appropriate licenses been applied for? (e.g entertainment, theatrical, sale of alcohol)

If Yes, please provide further details

Noise

Will music be amplified?

What form of amplification will be used?

Do you plan to have live music?

If Yes, please give details

Upload supporting documents/images in relation to your event

Attach file

No files are currently attached.

Additional comments relating to your event:

Clearing up of litter and removal of apparatus and equipment must be completed within 3 hours of the end of the event.

Bad weather

Please detail what arrangements have been made in the event of bad weather. Please note that Rootes Building is not to be used as an alternative venue in the event of bad weather.

Agreement

I agree to abide by the rules on noise, safety, tidiness and any other conditions imposed by the University, whether in advance or during the event. I also accept financial responsibility for any damage or injury arising from the event and any additional cleaning required by the University.

Signed

Date

Privacy notice

Your details will only be collected for the purpose of contacting you regarding your event booking. The University will not disclose your details to any third party.

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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