Affiliated clubs/societies are eligible to book rooms on campus from Space Management and Timetabling.
Rooms can only currently be booked for the following activities –
the provision of voluntary or charitable activities?
education or training?
organised exercise (indoors exercise currently not permitted due to additional restrictions, however marquee space may be available for outdoors exercise events. Please contact us for more information)?.
Smaller meeting rooms are available to book via the SRC throughout the academic year:
- Williams Room – capacity of maximum 25 people per restrictions at time of writing
- Gilchrist Seminar Room (Wee G) – capacity of maximum 25 people per restrictions at time of writing. At the start of the new term the Gilchrist will open til 11pm, therefore we will be able to take evening bookings again.
More details on current safety regulations will be provided along with a room booking form once you have requested to book a room.
To be eligible to book the rooms, clubs/societies must have at least two currently listed office bearers who have attended an induction session within the current academic year.
Rooms can only be booked for club meetings and events. They cannot be used, or booked on behalf of, any third party groups that clubs have either a formal or informal association with (for example, external businesses and charities). In all cases, the office bearer who makes the booking must be present throughout the booking.
If you would like to book a room available through the SRC, please email email@example.com with your required date and time and preferred room and we can check availability. If the room is available then we will send you a booking form. Please note that your booking is not confirmed until you complete and return to us your booking form and you have received confirmation from us.
SRC ROOM LOCATIONS, AV EQUIPMENT AND FOOD/DRINK
The Williams Room is located on the first floor in the McIntyre Building. The Williams Room has audio visual equipment and no food or drink is allowed.
The Gilchrist seminar room (Wee G) is located in the Gilchrist Postgraduate Club in the Main Building, just in front of 1A the Square. The room is equipped with audio visual equipment. No food or drink is allowed in this room unless it is purchased from the Gilchrist café.
A QUICK NOTE ON HOSTING CLUB/SOCIETY EVENTS
If you are organising an event, a great place to host it is on the glasgowstudent.native.fm platform. All societies can have their events in one place, making it easier for students to find your events and easier for you to advertise, host, and get more exposure. More information on hosting your events on Native can be found here. If you have any queries regarding hosting club/society events, please email firstname.lastname@example.org
Covid-19 Guidelines and Regulations for on-campus room bookings
This year due to COVID-19, we appreciate the difficulties clubs and societies might face in terms of limiting space on campus and running events in the new circumstances we now face. The SRC and the University have worked hard to make more rooms available for clubs and societies to use, while social distancing restricts room capacity. There will be some new rules and regulations in place for your safety.
For up-to-date guidelines on coronavirus restrictions, please refer to the University information pages which are updated when there are changes to the government guidelines.
There is no one-rule-fits all for society room bookings so every event should be planned and a risk assessment done to ensure your club has evaluated the event. Clubs and attendees would need to follow the on-campus rules of wearing a face mask when indoors unless eating or dancing. Your club should also have wipes and hand sanitiser available and you should also self-clean any areas you use.
You can also see Space Management and Timetabling's page on room bookings for any updated guidelines for clubs when booking non-SRC rooms on campus.
OTHER ROOM BOOKING OPTIONS
University of Glasgow Space Management and Timetabling
Clubs that are affiliated with the SRC are eligible to book rooms through the University provided they:
- Have nominated up to three of their listed Office Bearers to book rooms on behalf of the club and one of these nominated people makes the booking
- Have a generic club email address that all nominated office bearers have access to.
For booking rooms with Space Management and Timetabling, only club Office Bearers currently listed as a Timetabling Contact will be eligible to book rooms on campus.
For further details and access to the University room booking form, please see the Space Management and Timetabling webpage.
Please note that clubs are only allowed to make one booking through Space Management and Timetabling prior to re-affiliation. If your club is not on the drop down list, please select ‘other’. Please note, you must book Rooms 201 and 208 in the McIntyre building through Timetabling, not through the SRC. If you have any problems with your booking, please contact Timetabling directly – the SRC does not have control over their room booking system.
(please note, due to COVID-19 and social distancing measures in place, Library bookings are currently suspended. Please read on for further information).
Café stall, Level 3* – located at the entrance to the café, this is an excellent place to advertise your activities and recruit new members. Clubs can book this space depending on availability and must request at least one week in advance. You also must have a club member in attendance throughout your entire booking. Please make sure you do not block the passageway or leave rubbish on the table. Please also ensure you adhere to social distancing regulations in place and ensure any crowding is prevented. This stall can be booked by emailing email@example.com.
Curved Wall, Level 3* – located next to the main elevators, this space is available to all SRC-affiliated clubs and societies to book out. Clubs can book this space depending on availability and must request at least one week in advance. You also must have a club member in attendance throughout your entire booking. Clubs will be asked to explain how they will manage social distancing and if anything causes a safety risk the booking may be cancelled/cut short. Please direct any booking requests to firstname.lastname@example.org
Kelvin Theatre, Level 2* – located at the rear left hand corner of level 2, this is one of the tiered seating areas in the group study area. The space has AV facilities and space for a maximum 20 people. Leave the space tidy and be aware that others nearby will be studying, meaning that it is not a suitable space for noisy activities.
*Please note that, at the time of writing, due to COVID-19 and social distancing measures in place, the Café stall, Curved Wall and Kelvin Theatre are currently unavailable for booking. However, as restrictions are regularly changing, we would encourage any club/society who wishes to make a booking in the library to contact email@example.com to see if these rules have changed.
Clubs can also affiliate with the Queen Margaret Union and Glasgow University Union, both of which have rooms available for their affiliated clubs. They each have their own affiliation processes which you would need to comply with in order to use their services. In addition to this, you can look off campus, as many venues have affordable or free venue hire.
Displays and Digital Signage
The Curved Wall is available for displays so if your club/society wishes to put up a display on the wall, please email firstname.lastname@example.org
The Library is also in control of the digital signage in the Library and the James McCune Smith Learning Hub, including the large video walls. If your club/society has content it wishes to display, please ensure it meets the digital signage requirements (everything in the JMSLH need to be 4K; please see gla.ac.uk/it/digitalsignage for details on general digital signage requirements) and email email@example.com to arrange this.