Staff bookings

The charges are part of the annual budget, calculated at the end of the year. The charges are a pro-rata allocation based on usage through the entire year and so vary slightly depending on total usage (seat hours) of all venues during the year and the actual expenditure during the year to support all shared teaching spaces. The exact figure can only be calculated after the year has ended.

The Faculty or Department pays for space charges as part of its University Services Charges.

Please refer to Property Policy.

• Unconfirmed Bookings Are Not Guaranteed
  Do not promote your event or finalize arrangements (e.g., catering, guest invitations) until you receive a confirmed booking. Submitting a booking request does not guarantee availability, and last-minute changes might occur due to priority teaching requirements.
• Last-Minute Cancellations Due to Teaching Priorities
  Be aware that even confirmed bookings may be cancelled or rescheduled at short notice due to higher-priority teaching needs. Always have a contingency plan for your event.
• Technical Issues Not Guaranteed Without Advance Request
  If technical support or equipment (e.g., AV systems, microphones, projectors) is required, ensure that these are requested in advance. On-the-day technical support cannot be guaranteed and may result in delays or event disruptions.
• Health & Safety Non-Compliance
  Failure to follow the event management health and safety guide may result in your event being shut down or future booking privileges being revoked. Always adhere to safety protocols, especially for large events or those involving special equipment.
• Venue Maintenance or Renovations
  In rare cases, venues may undergo unexpected maintenance or renovation work. While we do our best to inform bookers in advance, last-minute changes may occur.
• Booking Time Includes Setup and Breakdown
  Ensure that the time you book includes the necessary setup and breakdown periods for your event. Failure to vacate the space on time may lead to additional charges or restrictions on future bookings.
• Noise Restrictions
  Some venues have specific noise restrictions, especially during teaching hours. Excessive noise levels may result in your event being shut down or future booking limitations.
• Food and Drink Policies
  Certain venues may have restrictions on bringing in outside food or drink, especially if catering is provided by preferred vendors. Ensure that you are aware of and adhere to these policies to avoid additional charges or penalties.
• Unattended Property
  The venue and university are not responsible for any personal belongings or event materials left in the room after your booking. Ensure that all materials are removed after the event, as unattended property may be disposed of or cause delays in subsequent bookings.
• Weather-Dependent Events
  For outdoor or semi-outdoor bookings, be aware of weather-related risks. Consider a backup plan in case of inclement weather, as venue changes may not be available at short notice.
• Liability for Damages
  You will be held financially responsible for any damage caused to the venue or its equipment during your event. Ensure that you and your attendees handle the space with care to avoid potential charges.
• Security Needs for Large Events
  Large events may require additional security, especially if they involve high-profile guests or large crowds. Ensure you have arranged appropriate security measures in advance, as this may incur additional charges.
• Event Licensing Requirements
  For events involving public performances, music, or large audiences, you may need to secure additional event licenses (e.g. alcohol licenses). Ensure that these are arranged well in advance to avoid legal issues or event cancellations.

Familiarise yourself with the User Guide which covers the main functions of DiBS or watch the Instructional videos.