Loughborough University East Midlands Campus Room Booking Policy

1. Purpose of the Policy

This policy sets out the procedures and guidelines for booking pool teaching rooms and spaces at Loughborough University East Midlands Campus. The aim is to ensure the fair and efficient use of facilities while maintaining the safety, accessibility, and quality of services offered by the University.

2. Scope

This policy applies to all staff, students (via Loughborough Students’ Union (LSU) and Athletic Union (AU) societies), and external organisations wishing to book Pool Teaching Rooms (see Section 3. Room Definitions) at Loughborough University for non-teaching activity, including University-wide events, extracurricular activities, workshops, training sessions, meetings and external events (see the Teaching Timetabling Policy for the principles on teaching activity scheduling).

A separate Loughborough University London Room Bookings Policy will be developed in due course.

3. Room Definitions

Pool Teaching Rooms are centrally managed spaces (including exhibition space) which are used principally for teaching activity (from all disciplines) and can be booked for non-teaching activity as listed in Section 4. 

School Teaching Rooms are spaces managed by a University School for the purpose of teaching their students. Schools bear financial responsibility for these rooms and are also responsible for managing bookings outside of the teaching timetable (e.g. access and security for out of hours bookings), which will be made by a School Timetabling Officer (see Appendix One: School Timetabling Contact Information) and fall outside the scope of this policy.

Microsoft Outlook Workspaces/Meeting Rooms fall outside the scope of this policy. See the Outlook Resource Booking Guide for more information.

4. Types of Bookings

Bookings for pool teaching rooms can be made for the following purposes:

• University-wide events: including Open days, Visit days, Registration, Exams, and Graduation.
• Extracurricular activities: University clubs, societies, and student organisations.
• Workshops and training: Non-teaching, skill-building and/or research activities, seminars, or coaching sessions.
• Meetings: Internal meetings where an Outlook-managed meeting room is not available or suitable.
• External events and conferences: External organisations or non-university groups booking rooms/spaces for events or specialised activities.
• Bookings for other activities will be considered on a case-by-case basis.

 5. Prioritisation of Bookings

Bookings for pool teaching rooms will be prioritised in the following order (ensuring all teaching events have been roomed first – see below*):

1. University-wide events
2. University clubs, societies, and student organisations
3. University School and Professional Services events
4. External organisations

In the event of a scheduling conflict, the University reserves the right to prioritise internal over external bookings and review internal booking prioritisation against the strategic objectives of the University.  

* Pool teaching rooms are released for non-teaching bookings to prioritise teaching requirements as follows:

• • Semester 1 (October-January) room bookings are processed from mid-September.
  • Semester 2 (February-May) room bookings are processed from mid-January.

Note: A subset of pool teaching spaces is managed by Imago Venues (a wholly-owned subsidiary company of Loughborough University) between Spring and Summer terms and during Term four/Semester 3 (see Appendix Two – Imago Venues Information). Imago Venues have priority booking of this subset of spaces during these times.   

A subset of pool teaching spaces (Martin Hall Theatre - MHL001 and JB021) is managed by Loughborough Sport. Other than Monday, Tuesday, Thursday, Friday, 9am-4pm and Wednesday 9am-1pm, the room booking is managed by Loughborough Sport.

6. Booking Process

Eligibility: Bookings can be made by University staff, registered student organisations, and external organisations [known as the “booking party” or “users”]. Pool teaching room bookings will not be accepted directly from students (See guidance on LSU society student bookings).

Advance Booking: Bookings should be made at least two working days in advance (Society Bookings must be made with two weeks’ notice). Last-minute bookings may be considered based on room availability.

Pool Teaching Room Descriptions: Comprehensive details about each pool teaching room (including locations, photographs, equipment and features) can be found on the Teaching Rooms page.

Pool Teaching Room Availability: The availability of rooms can be found via the Online Timetable and should be viewed before requesting a specific room on a specific date/time.

Booking Form: Booking requests from staff (see Section 7 for Society Bookings) should be submitted via the online Room Booking form or through direct consultation with the Room Booking team. Booking requests must include the event details, date, time, duration, numbers attending and any special requirements (e.g., equipment).

Confirmation: Bookings will be confirmed by email. If there are any changes to the booking, users must inform the University at least two working days in advance of the event.

7. Society Bookings

AU and LSU societies may use pool teaching spaces: after 18:00 on Mondays, Tuesdays, Thursdays and Fridays; and after 13:00 on Wednesdays.

All AU bookings must be channelled through the AU Sports Administrator and must provide two weeks’ notice.

For LSU society bookings:

• All requests must be through an LSU-approved form and be completed by the society president/secretary with two weeks’ notice. An adequate risk assessment must be completed.
• If a guest speaker or careers-related individual is to attend, this booking request will be sent to the relevant parties to review, with three weeks' notice, before the Room Booking Team responds to the request.

8. Usage Guidelines

• Room Capacity: The maximum occupancy of the pool teaching rooms is based on the size and safety guidelines set by the University. Users must adhere to these limits.
• Room Layout: The layout of pool teaching rooms is to be maintained by all room users, and all furniture and equipment should be returned to the original layout (as given in the room photo) at the end of each session.
• Catering: Food and refreshments are not normally to be consumed within pool teaching rooms and must be consumed in designated areas (reasonable personal refreshments such as water are permitted). Requests will be reviewed on a case-by-case basis.
• REVIEW Lecture Capture: The booking party must ensure that they inform the Room Booking Team if lecture capture is required for the requested event.
• Special Equipment and Setup: Any special equipment, configuration changes, or additional setups required must be requested during the booking process. Additional charges may apply depending on the setup requirements.
• Cancellations: Cancellations must be made at least two working days in advance. Cancellations made without such notice may result in the forfeiture of hire changes (see Section 10) and any booking privileges for future events.
• Damage and Loss: The booking party is responsible for any damage to University property during the use of the room. Damages must be reported immediately, and the costs of repair or replacement will be charged to the responsible party.
• Supervision: The booking party must ensure adequate supervision for all activities, particularly where student groups or high-risk activities are involved. Appropriate staff or qualified personnel must be present to ensure safety.

9. Health and Safety Regulations

• Fire Safety: The booking party should ensure they are familiar with emergency procedures.
• Insurance: External users must provide proof of appropriate insurance (including public liability insurance) to cover any risks or liabilities arising from the use of pool teaching rooms.

10. Hire Charges

• Internal Users: LSU/AU societies, Schools and Professional Services may use pool teaching rooms at no charge, though certain additional services (e.g., special equipment, extended hours) may incur costs. Where there is a charge for attendance to an event in a pool teaching room, or for event dress rehearsals, hire charges for pool teaching rooms are applicable.
• External Users: External bookings will be charged according to the room capacity, duration, and any additional services required. Detailed pricing will be provided upon request and will form part of the Room Booking Contract.

Payment: External organisations are invoiced post-event.

11. Roles and Responsibilities of the Room Booking Team

• Responsible for all non-teaching bookings, in conjunction with Imago Venues, Loughborough Sport and other key stakeholders.
• Responsible for bookings made by LSU and AU Societies.
• Responsible for sending weekly out of hours bookings to Security, Campus Card Desk and other relevant stakeholders.

12. Amendments to the Policy

This policy may be updated or amended as necessary to reflect operational changes, safety regulations, or other factors.