If there are no rooms available in The Students Union Hub, the University has many bookable rooms including:
- lecture theatres
- teaching classrooms
- meeting rooms for staff
Below you can find details on the university space available to be booked by Students' Union affiliated activties.
The Students' Union provides the Central Timetabling Team with a list of approved contacts for each society. Room bookings requests are accepted only from the approved activity email.
Events and Speakers
Regardless of space, if you are hosting an external speaker you must complete an "Events and Speaker Form" and submit along with your booking request form. Please see Events Speaker Guidance and Events and Speaker Policy.
Food and Drink at Events
Please see here or use the link below for information on Food and Drink at Events
Chaplaincy
Rooms in the Chaplaincy can be booked from Monday to Friday, 10am to 10pm. Block bookings are available for some Students' Union affiliated societies. There are a range of facilities which you can book out, including a Lounge, Meeting Room and Kitchen. The Quiet Room is available at all times to anyone.
No charges are applied for room bookings for the University community but there is a small charge of £5 for the use of the Kitchen by groups to help cover cleaning and equipment costs.
You can find more information about the capacities of each area available, as well as the form to book, here:
Facilities | About | The University of Aberdeen (abdn.ac.uk)
The Chaplaincy have a specific risk assessment which they require student activities to complete, which you can access below.
Chaplaincy Risk Assessment for Student Activities
University Central Teaching and Meeting Rooms
The University will allow Students' Union affiliated student activities to book the Central Teaching Pool which is the main suite of rooms available for teaching activities at the University i.e., classrooms, lecture halls etc. The Pool is managed by the Central Timetabling Team. For a list of rooms with their capacities please see the Room List.
You can request a room via the online form. Queries should be sent to roombookings@abdn.ac.uk. The University will check with the Students' Union that you have submitted your risk assessment* and that it has been approved. All bookings are made in line with the standard conditions of booking.
All evening and weekend bookings are restricted to the MacRobert building, Taylor and New King's wherever possible and must end by 10.00pm. Security are advised of all room bookings to ensure rooms are unlocked as required. If a room you have booked is locked on arrival, please contact Security on +44 (0) 1224 27 3327.
Over the summer period they prioritise allocating space for teaching in the upcoming academic year, so if you send a request at this time there may be a delay in getting back to you.
*You can check on the status of your risk assessment on our Committee Members 23-24 Teams channel. If you need access to this channel, please contact us from your AUSA EMail Account at activities@abdn.ac.uk.
Students wishing to book space for dissertation/project work should approach a supervising member of academic or administrative staff to approve and submit **the request on their behalf.
University Conference and Events Venues
The Students' Union are working in partnership with the University Campus Services to provide free corporate rooms bookings for Students' Union affiliated student activities. The spaces available are as below:
Venues:
How to book:
Before you can host your event you will require approval from Students' Union. This involves :
We’ll get back to you if there are any issues; if we are happy we will forward the request onto the Conference and Events team for consideration.
Following confirmation from the Conference and Events team, you can proceed with the planning and organisation of your event in the usual way. If approval is not granted by the Conference and Events team, the reasoning behind the decision and further advice will be given.
Important things you should know before you book:
- Bookings can be requested 5 weeks to 3 days before your event date.
- Students' Union will be able to access up to 28 hours a week for student bookings. This will be done on a first come first served basis.
- Bookings for during the day can be booked for 1 of 3 options, 0900-1300, 1300-1700 or 0900-1700.
- Bookings for evenings can be requested for minimum of 4 hours up to maximum of 6 hours any time after 5pm.
- Events need to be finished by 10pm in Elphinstone Hall, Linklater Rooms and James MacKay Hall.
- We can’t take block or repeat bookings to allow everyone a fair opportunity to use the spaces.
Other factors to consider:
- If you wish to bring in your own AV, tablecloths etc, this will be fine, but you just need to run it by Campus services first so they can double check it’s safe. You can mention this in your booking form.
- There may be charges for services provided by Campus Services for things they do besides providing the room like security, tablecloths or AV. Please check with Campus Services at the time of booking.
- Any food and drink must be provided by the University unless otherwise agreed, so no outside food can be brought in, home cooked or otherwise. The same goes for drinks and alcohol as the building’s alcohol licence is held by the Campus Services team and they are responsible for any consumption of drink in these venues. However, they have provided a list of corkage fees and have waved these fees for ‘appreciation events’ like a gin tasting. Full details can be found through the Food and Drinks link below.
- If you are arranging an event where there are additional fees, you will be invoiced for 20% of your fees straight away, and the rest will need to be paid 7 days before your event. Full terms and conditions can be found below.
- If you are requesting a recurring booking, please make sure you list each date you are requesting and advise that it is a recurring booking on the form itself.