Welcome to the process of booking a room for your student society or sports team event! To ensure a smooth booking experience, please follow these steps:
Step 1: Prepare a Risk Assessment
Before proceeding with your room booking, make sure you have a risk assessment for your event or meeting. This assessment ensures the safety and well-being of all participants. Room bookings will not be made without one of the two types of risk assessments below.
- Society Risk Assessment: If your event aligns with your group's regular activities, it may already be covered in your society risk assessment. This typically includes routine meetings or standard events.
- Society Events Risk Assessment: If your event deviates significantly from your usual activities, such as organizing a themed party with unique elements like karaoke, or rally and protest, in which case you will need a separate risk assessment.
If you require assistance with creating a risk assessment or need a template which you can find here; https://soasunion.org/get-involved/committeehub/assessingrisks/
Step 2: Book a Room Through the Room Booking Site
To book a room for your event, you must fill out our room booking form on the room booking site. This form helps us gather essential information about your event, ensuring that we can accommodate your needs appropriately.
Please note: We review pending room bookings every Monday, we will not be processing room booking requests on any other day. Ensure you submit your request accordingly.
The room booking site can be found here; https://soas.roombookingsystem.co.uk/
Logins should have been sent to either your society email or your president's email. If you have any issues with getting access to the room booking site, please contact Sarah.
If you have external attendees whether they are just attending or speaking you will need to complete the external attendee form which can be found here; https://forms.office.com/e/taV6ggVG77
Campus security will require a list of people attending the event if there are externals, so they know who they are and are able to let them into the building. Please send this to Sarah before your event.
Step 3: Confirmation and Promotion
Once your room booking is approved, you will either receive a notification from the room booking site with a confirmation if it is an SU room or a confirmation email from the University Room Booking team if it is a university room. At this point, you are ready to start promoting your event! Here's one effective way to do it:
Use Native. - Our Events Platform: Take advantage of our events platform, Native, to streamline your event promotion. You can use Native to create and manage event tickets and promotions. Plus, your event will be featured on our website for maximum visibility.
By following these steps, you'll be well on your way to hosting a fantastic event for your student society or sports team. If you have any questions or need further assistance, please don't hesitate to contact us. Find our contact details here; https://soasunion.org/get-involved/committeehub/keycontacts/
We look forward to helping you make your event a success!