Find everything you need to know about running activities and events, from booking rooms to running large scale events.

Activities & Events

Please note that the information on this page has not been updated to reflect recent government guidelines. Please refer to emails from your staff support for the latest information and most recent updates on our events and activities processes for student groups.

Please note that we are not taking room booking requests from student groups at the moment, due to COVID-19. Where spaces are available to book, the links to the relevant booking forms are below.

This is your one-stop shop for everything you need to know when running activities and events for your group, from booking rooms on campus, coming up with ideas for socials, and running large scale events such as balls and conferences.

Sports Clubs: If you are looking for information about Match Days and BUCS events please visit the Additional Information for Sports Clubs page here.


Quicklinks:
Room bookings:

Other documents/forms:

If you have an event idea but not sure how to make it happen, or need support with booking spaces, securing funding for it, or reviewing contracts, get in contact with your relevant staff support.

For societies only: If you are running any events where you will be spending more than £250 or going off campus, complete the form below and a member of the Societies Team will be assigned to help you with this event.

Register event (for societies)

Due to COVID-19 we are not taking any bookings on campus. This page will be updated with information on our spaces and how to book them once we are in a position to offer this again. For any spaces that can be currently booked, you can find the link to the booking form below.



Haven’t heard back about a room booking?

Our Reception Team handles most bookings so please contact them in the first instance:

Mile End:
su-qmsu.reception@qmul.ac.uk
020 7882 8030
Monday - Friday: 09:00 – 21:00
Weekends: Closed

Whitechapel*:
su-blsa.reception@qmul.ac.uk
020 7882 7368
Monday - Friday: 10:00 – 20:45
Weekends: Closed

*If you are a group based in Charterhouse Square please contact the BLSA Reception at Whitechapel.

Student groups may invite individuals to speak, participate or run activities for their members on campus. This applies to both in-person or virtual events and activities. To ensure that the safety of all students is upheld, every external speaker must be declared to the Students' Union.

All events with an external speaker must be submitted at least 10 working days before the event but higher risk or high profile speakers need a minimum of 20 working days notice.

An external speaker is anyone not associated with Queen Mary University of London therefore QMUL students and staff, and members of the Barts Trust do not need to be submitted via this method.

Once the Students' Union has approved your external speaker, the University will vet the speaker to ensure that there are no further security or safety measures needed. Student groups cannot promote the name(s) of your speakers until they have been approved.

Approval procedure Guidance External Speakers Request Form
Off-Campus Events/Events over £250

Want to keep track of how much money you are spending and earning? The simple budget plan can help. Or if you're running a more complicated event where you are spending more than £1,000, you can complete the detailed budget form and send it in to your relevant staff support for review and approval.

Budget plan (simple) Budget plan (detailed)
Event Risk Assessment

If your event is not covered by your annual risk assessment, you are required to complete and submit one to your staff support for approval. The risk assessment must be approved before your event can go ahead. See our full external speaker procedure below.

Event risk assessment (blank)

At Barts and The London School of Medicine and Dentistry, student-led teaching has long been recognised as fundamental to student learning. A Policy for Students Groups Providing Teaching for Students has been created to ensure student-led teaching and learning sessions are being quality assured to provide the best learning for students on the MBBS. Please read the policy before offering any teaching sessions in your society programme.

Teaching policy

Once you have got your event up and running the next step is to promote it. You can find out how you can do this by clicking the button below.

Promote your event

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Contact Us

Clubs & Societies

Contact your Students’ Union with any questions you may have.

Societies:
su-societies@qmul.ac.uk

Sports Clubs:
su-sportsadministrator@qmul.ac.uk

Student Media:
su-studentmedia@qmul.ac.uk

RAG:
su-rag@qmul.ac.uk

Volunteering:
su-volunteering@qmul.ac.uk