Category: 
Room Bookings, Facilities & Equipment

Looking to book a UCL Estates room instead? You can find that guide here. 

Students’ Union UCL is committed to providing space for its clubs and societies to hold meetings and events. 

The Student Activities Reception is based on the 2nd floor of the Bloomsbury Theatre Building (15 Gordon Street). Many of our meeting rooms and storage spaces can also be found in the Bloomsbury Theatre Building. We also have meeting rooms available in the Lewis Building, and some additional spaces which are offered to clubs and societies by the UCL Estates team. You can book these rooms through the Student Activities Reception - by calling, emailing or dropping in. Rooms are generally available between 10am and 9pm, Monday to Friday during term time. 

Please note, due to COVID-19 restrictions, Music Practise Rooms are currently not available to book. 

COVID-19 Update

SimplyBook

We’re excited to announce that we have partnered with SimplyBook to launch a new room booking service for ad-hoc room bookings. 

https://uclstudentsunion.simplybook.it/v2/

If you’re a president and your group has been approved for in-person activity, you will now have access to book rooms on SimplyBook. 

Only presidents can use this service – other committee members will be unable to register and should instead request room bookings through you. Please note that all room bookings will need to be approved by a member of the Activities Team. We will make sure to fairly allocate spaces between clubs and societies. 

If you’ve not yet been approved for in-person activity - you won’t have received an email inviting you to register. If you think you should have bookings access but have not received an email inviting you to register, please check your spam/junk folder! 

Lewis Building Terms of Use

By requesting and accepting bookings, clubs and societies agree to the below terms of use.
 
  • Usage of Lewis Building facilities will be restricted to clubs and societies who have advance bookings confirmed by the Union through agreed procedures. 
  • Building access is by UCL ID card only (both outer and inner doors). There should be no transfer of ID card between any users. 
  • Club/society committee members/activity leaders are responsible for all attendees conduct within the building. 
  • The facilities can only be used on the days and times designated by confirmed Union bookings. 
  • Usage is restricted to the designated room and changing/bathroom facilities. 
  • All users must not enter the building more than 30 minutes before booking, and must have exited no later than 30 minutes after booking. 
  • Where possible, clubs/societies should provide a first aider at each booking. 
  • All users must abide by agreed social distancing guidelines and use the hand sanitisers provided. 
  • Any problems with the facilities or other users should be immediately reported to the Union by emailing su.activities@ucl.ac.uk. 
  • In case of emergencies, follow the instructions provided in the foyer and rooms. 
 
Usage will be monitored regularly by card access data, CCTV and in-person checks by Union staff.
 
Failure to comply with the above may result in the removal of all booking and access privileges, and disciplinary action against club/societies or individuals. 
 
Core Union Spaces 

Please note, the details below may not be relevant for the 2020/21 academic year due to COVID-19 restrictions. 

You can find detailed guidance about the rooms we have available here.

Bloomsbury Theatre Building

- Conference Room: up to 70 people seated, 110 standing. Carpeted floor with a PC, speakers and projector available. The room also contains a piano and multiple fold-up chairs and tables. Located on the 2nd floor of the Bloomsbury Theatre Building, 15 Gordon Street. 

- Rehearsal Room: up to 54 people seated, 110 standing. Wooden floor with a PC, speakers and projector available. The room also contains a piano, dance mirrors and ballet barre, and multiple fold-up chairs and tables. Located on the 2nd floor of the Bloomsbury Theatre Building, 15 Gordon Street.

- Room 204 up to 15 people. Carpeted floor with a TV (HDMI/VGA access port available).  The room also contains a piano, chairs and tables. Located on the 2nd floor of the Bloomsbury Theatre Building, 15 Gordon Street.

Lewis Building

- Dance Studio: up to 30 people. Wooden floor with a PA system, iPod input, DVD/CD player and speakers available. The room also contains two pianos, dance mirrors and ballet barre. Located on the 1st floor of the Lewis Building, 136 Gower Street. 

- Kathleen Kenyon: up to 15 people. Wooden floor with a TV (HDMI/VGA access port available).  The room also contains chairs and tables. Located on the 1st floor of the Lewis Building, 136 Gower Street. Music Practice Room 1 & 2: up to 5 people. Located on the 2nd floor of the Lewis Building, 136 Gower Street. 

Timetable

Term 1 2019/20 Timetable [23.09.19 - 15.12.19]

An online timetable of bookings available for Term 1 (2019/20), is now available to view online. 

Term 2 2019/20 Timetable [13.01.20 - 27.03.20]

An online timetable of bookings available for Term 2 (2019/20) is now available to view online. 

Block Bookings

Bloomsbury and Lewis Building rooms can be block booked in advance for regular club or society meetings. Towards the end of every term, we will circulate an application form for presidents and treasurers to request block bookings for the following term. 

Applications submitted before the deadline will be considered on a ‘fairest usage’ policy, which allows us to accommodate requirements for as many clubs and societies as possible. Some rooms, days and times are more popular than others, but we will do our best to allocate you the spaces you need. Any requests sent in after the publicised deadline will not be considered.

We will then publish our timetables on this page, where you will be able to view your allocations.

Ad-Hoc Bookings

Bloomsbury and Lewis Building rooms can also be booked on an ‘ad-hoc’ basis. This can either be done by emailing, calling or dropping by the Student Activities Reception.

Please note, any club not using their pre booked rooms 3 times in a term, without giving Reception a minimum of 24 hours notice of cancellation, will have their remaining bookings for that term cancelled and their permission to book rooms suspended for one week. Not using a further 3 bookings in the same term will result in further cancellations and a suspension of one full term.

Additional Union Spaces

Music Practice Rooms

Please note, due to COVID-19 restrictions, Music Practise Rooms are currently not available to book. 

If you play an instrument, you can book a music practice room (located in the Lewis Building) through the Reception. Music Practice Rooms are bookable for up to 6 hours a week per student.

Music Practise Room Timetable 2019/20 Term 2 

Pianos are also located in all the rooms, and can be used by any student, providing no one else has booked the room, and no club wants to use it.

Sound Proof Room, Lewis Building

The Sound Proof Room in the Lewis Building can be booked by members of the Live Music Society only. All bookings are subject to the terms of usage outlined on the Live Music Website, and within the booking portal itself. Membership of the society can be purchased at the following link: https://studentsunionucl.org/clubs-societies/live-music-society

The booking link and timetable can be found here: Sound Proof Room.

Bloomsbury Fitness

Any president or treasurer can book space in Bloomsbury Fitness’ studio, dojo/multipurpose room or spin area. Simply check the class timetable, look for a suitable available slot (please note the studio is only available in mornings 9:00-11:00 and 14:00-16:00 weekdays and 16:00-18.30 on weekends).

Your president or treasurer of the club can request the room by emailing neal.hickey@ucl.ac.uk. Please specify if booking is one off or weekly.

The day fee of £3.50 per person (student rate) will need to be paid by attendees if they do not already have a Bloomsbury Fitness membership. Please inform attendees to arrive 10 minutes prior to class if they are not members of Bloomsbury Fitness as they will need to register first.

Film Studio, Bloomsbury Theatre Building

You can request to book the Film Studio via the Film Society website. Access cards can be paid for and collected from Student Activities Reception, 2nd Floor, Bloomsbury Theatre, 15 Gordon Street. 

Film Studio Term 2 Timetable

Storage

Storage keys can be booked out at the Student Activities Reception (Mon – Fri, 10am – 9pm and Sat 11am – 7pm, during term time). Student ID must be exchanged for the key. The key must not be taken out of the building, and should be returned promptly. No personal items should be stored in Union club or society storage spaces unless on a temporary basis, with express permission of the Activities team and proof of insurance (where necessary). Storage of personal items is at your own risk.

Jazz & Folk Cupboard

Bloomsbury Theatre Building, 1st floor stairwell

This is for the use of Jazz Society and Folk & World Music Society to store society equipment. Access is granted through the Student Activities team via a request from the relevant society president. The room can be accessed outside of reception desk opening hours via the designated society key holders (President and Treasurer), subject to building opening times. You must be a member of Jazz or Folk & World Music society to be granted access. Storage is currently at capacity.

Small Society Storage Room

Bloomsbury Theatre Building, 1st floor (ISOC, Juggling & Circus and Eurasian Business)

This is for the use of societies to store society equipment. Access is granted through the Student Activities team via a request from the relevant society president. Storage is currently at capacity.

Music Cupboard

Bloomsbury Theatre Building, 2nd floor

This is for the use of Music Society to store society equipment. Access is granted through the Student Activities team via a request from the society president. The room can be accessed outside of reception desk opening hours via the designated society key holders (President, Treasurer and Director of Music), subject to building opening times. You must be a member of Music Society to be granted access. Storage is currently at capacity.

Sports Storage 212

Bloomsbury Theatre Building, 2nd floor

This is for the use of sports clubs to store club equipment. Access is granted through the Student Activities team via a request from the relevant club president. The room can only be accessed outside of reception desk opening hours via American Football Club designated key holders (President and Captain), subject to building opening times. You must be a member of a relevant sports club to be granted access. Club storage access is reviewed annually.  Storage is currently at capacity.

Lockers

Bloomsbury Theatre Building, 2nd floor (Common Room)

Lockers are for use by societies to store society equipment. Requests for a society locker should be sent to su.activities@ucl.ac.uk. Access is granted through the Student Activities team via a request from the relevant society president. You must be a member of relevant society to be granted access. Locker allocation is reviewed annually. Storage currently has limited availability.

Bloomsbury Fitness Storage Room C

Bloomsbury Theatre Building, 3rd floor

Bloomsbury Fitness Storage Room D

Bloomsbury Theatre Building, 4th floor

This is for the use of sports clubs to store club equipment. Requests for club storage should be sent to su.activities@ucl.ac.uk. Access is granted through the Student Activities team via a request from the relevant club president, who will then entrust club members with the combination for equipment cage lock. You must be a member of a relevant sports club to be granted access. The room can only be accessed outside of reception desk opening hours via the Bloomsbury Fitness Reception Desk, subject to fitness centre opening times. Club storage access is reviewed annually.  Storage is currently at capacity.

Bloomsbury Fitness Storage Room E

Bloomsbury Theatre Building (Film Archive and BF Equipment)

This room is for Film Society archives and can only be accessed by Film Society committee or Student Activities staff. Request for access should be made via the Student Activities Reception.

Mountaineering Cupboard

Bloomsbury Theatre Building, 4th floor stairwell

This is for the use of Climbing & Mountaineering Club to store society equipment. Access is granted through the Student Activities team via a request from the relevant society president. The room can be accessed outside of reception desk opening hours via the designated club key holders (President and Gear Secretary ), subject to building opening times. You must be a member of the Climbing & Mountaineering Club to be granted access. Storage is currently at capacity.

Archery Range

Wilkins Building,South Cloisters Basement

This is for the use of sports clubs and societies to store club/society equipment, which needs to be accessed regularly, particularly out of hours. It is 24 hours, swipe card access (via UCL ID card), with CCTV and combination lock equipment cages.  Requests for club/society storage should be sent to su.activities@ucl.ac.uk.  Access is granted through the Student Activities team via a request from the relevant club/society president. UCL Security systems will then activate access on the member’s ID card. Presidents will then entrust relevant members with their combination lock code. Access is for named ID card holder only and cards should not be given to any other person to gain access. Club/society access is reviewed annually. Storage currently has limited availability.

Costume Cupboard

Lewis Building, 2nd floor (The Huntley)

The costume cupboard is for performance arts societies to store costumes and props. Access is available after 12pm via the Huntley Bar. Requests for storage from societies should be sent to su.activities@ucl.ac.uk by the society president only. Access is granted through the Student Activities team via a request from the relevant society president. The room can be accessed outside of reception desk opening hours via the designated society key holder (Dance Society), subject to building opening times. You must be a member of a relevant society to be granted access. Storage is currently at capacity.

Please feel free to contact su.activities-reception@ucl.ac.uk if you have a question.

Created: Fri, 12/10/2012 - 10:37
Last updated: Wed, 18/11/2020 - 16:08