Student Groups

Information about the booking process, details of rooms available, catering and audio visual equipment.


Student Groups booking form

Please note, we are only able to book rooms on behalf of EUSA or EUSU registered student groups.

All queries should be directed to societies.roombookings@ed.ac.uk

Attendance Record

It is the responsibility of the Events organisers to know exactly who is attending the event and gather information such as name and contact details, and hold and destroy these in compliance with the GDPR regulations (currently destroy 21 days after the event).

Out of Hours Bookings

We will always try to find suitable rooms within the regular opening hours of our buildings.

In the event that a request is made for space outside of opening hours, charges will be levied to the Society Contact in order to meet the resulting costs, which will include a £20 admin fee. In these instances, we will outline the cost before proceeding and invoice the Society Treasurer following the event.

Please note, we have limited space available at the weekend. 

Prior Notice

Timetabling recommends that single-day requests are made at least 2 working days in advance. Requests made up to 24-hours from the intended event may not be picked-up and this is therefore discouraged.

Bookings with external speakers will require to be requested at least 10 working days prior to the event date.

Theatrical performance bookings should be requested at least 7 working days advance of the event.

Prevent Duty

Information on the University's compliance with the Counter-Terrorism and Security Act (2015), commonly known as “the Prevent duty”.


Policy Section


Code of Student Conduct

AV equipment

Learning Spaces Technology (LST) may be able to provide societies with some AV equipment.

Information about catering

Student societies wanting to cater an event on campus should use the approved caterers. Please note that food is not permitted in the teaching rooms.