Room booking T&Cs

  1. A minimum of 2 weeks’ notice is required for all bookings.
  2. If you are organising an outside speaker or showing a film/video clip, you will need to complete a Speaker Request form which is available on the University website, or on request via This must be submitted at least 14 days prior to the event. You must have the venue confirmed before submitting the speaker request form.
  3. The expectation is that society bookings are attended exclusively by current University of Lincoln students (except for any declared external speakers.) If you intend to invite any external delegates to an event, this must be declared when making the booking request.
  4. If you are planning to use any audio-visual equipment in the rooms, you must contact the ICT (Tel 01522 886500) to arrange for a demonstration, if you have not done so before. You must not connect any of your own devices or equipment to the equipment in the rooms, without prior agreement with ICT.
  5. In some circumstances, there may be a charge for the use of a room. For example:
    • You have external people attending
    • There is any damage to the room or equipment
    • The room requires cleaning after use
    • If the nature of the event requires Security cover.
  6. Smoking is strictly prohibited in all rooms, at all times.
  7. If food is being served at an event, permission must have been given by the Catering Manager. The Catering Manager will advise on food safety issues and it is the responsibility of the person in charge to ensure compliance with this advice.
  8. In rooms with movable furniture, the furniture must be returned to the illustrated layouts on the notice boards at the end of every session.
  9. It is your responsibility to respect other users within the building with regards to noise and behaviour. If you feel you may disrupt other building users, it is your responsibility to inform the Administrator
  10. Only room requests made via this form by University student email accounts with student id will be accepted.
  11. Room(s) may only be used for the activity indicated on this form. If you decide to change the nature of the event then you must submit a new request.
  12. Bookings cannot be transferred from one society to another.
  13. Do not attach any signs, displays or posters to university buildings, except on designated open poster boards.
  14. The University reserves the right to change the room booked to a different location, if the original room is required for a faith based activity, or, where necessary to provide adequate Security cover.