University Space

 

Below you can find details on the university space available to be booked by AUSA affiliated activties.

- Regardless of space, if you are hosting an external speaker you must complete an External Speakers Form (below) and submit along with your booking request form.

 

Chaplaincy

 

Rooms in the Chaplaincy can be booked from Monday to Friday, 10am to 10pm. Block bookings are available for some 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 Teaching Space

The university will allow AUSA affiliated student activities to book teaching spaces (classrooms, lecture halls etc). 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 send your request here:

https://www.abdn.ac.uk/staffnet/working-here/room-booking-708.php#students-societies

They will check you have submitted your risk assessment to AUSA and that it has been approved. You can check on the status of your risk assessment on the Committee Members Teams channel, where we have our Risk Assessment Tracker. If you need access to this channel, please contact us from your university account at activities@abdn.ac.uk.

 

University Event Space

AUSA are working in partnership with the University to provide free corporate rooms bookings for AUSA affiliated student activities. The spaces available are as below:

Venues:

 

Important things you should know before you book:

 

Timings:

  • Bookings can be requested 5 weeks to 3 days before your event date.
  • AUSA 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, 9-13:00, 1300-1700 or 9-1700. 
  • 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. 

 

 How to book:

1. Sign off from AUSA

Before you can host your event you will require approval from AUSA. This involves sending:

 

  • the booking request form (below),
  • making sure you’ve been approved for the appropriate category risk assessment (please see the risk assessment tracker on our Committee Members 23-24 Teams channel).

 

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. 

 

2. Approval & Next Steps

Once the relevant level of approval has been granted, you can proceed with the planning and organisation of your event in the usual way. If approval is not granted by the In-Person Events Group, the reasoning behind the decision and further advice will be given.