Event Notification and Room Bookings

Students' Union Room Bookings



Minimum notice and processing time  required:

Room Booking and Event Notification Form
  • Notify us if your group is planning to host a one-off or recurring event
  • Society/Sport Club bookings for all university and Students' Union rooms
  • Compulsory for all student group events both on and off campus 

Two weeks (4 with external speakers, 6 for the O2 Academy)

External Speaker Request Form

  • Notify us of any speakers or organisations outside of the university who will be involved in your event 
  • The Students' Union hold full right to refuse any speakers deemed inappropriate 
Four weeks
Trip Registration Form
  • To inform us of key information about your trip, such as destination, time and date.
  • Contains guidance on what to do in an emergency and contacts.
Two weeks
Food Provision Policy
  • For when you are planning on providing food and drink during your event, including do's and don'ts 
  • Includes an updated food disclaimer that must be submitted back to the activities team.
Two weeks


Term 3 (29th April - 7th June 2024) room bookings and event notifications are NOW OPEN

The deadline to submit a term 3 request will be the 8th April, followed by processing from the 8th-12th April. 


Other Booking Requests:

For Staff bookings for all Students' Union rooms, please email us at unionactivities@le.ac.uk

If you are an external organisation or company please email su-sales@le.ac.uk 

How to book a room/space with us

  1. Read through the ‘SU Bookings Terms and Conditions of Hire' – you will need to comply with this process to hire a room/table with us.
  2. Student groups must complete and submit the relevant paperwork (event notification, updated master risk assessment, external visitor form, food notification etc) to unionactivities@le.ac.uk 
  3. Complete and submit the relevant electronic SU bookings forms before the minimum notice period. Completed forms provide the contract of agreement to the terms and conditions of hire (see above).
  4. Await confirmation from the Students' Union. Your booking is not confirmed until you have received confirmation.


Not sure how to run or market your event?


Click here to read more about running Student Group events , including further guidance on:  

  • Preparing to run an event
  • Running the Event: Documentation
  • Running the Event: Extra Considerations
  • On the day
  • Evaluating the Event


Click here to read more about marketing your Student Group Events, including further guidance on:  

  • Creating a Brand
  • Creating Content on a range of platforms
  • Safe Social Media Practices
  • Student Group Marketing Examples
  • Resources

University of Leicester Students' Union
Percy Gee Building
University of Leicester
University Road, Leicester, LE1 7RH
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The University of Leicester Students' Union is a registered charity no. 1137811 and a company limited by guarantee registered in England no. 7303101