Event booking details
Below is all the information for room bookings, please make sure you read through it and give plenty of time for rooms to be booked for your events.
You will need to know the following information about your event, once you know this sumit a booking request using the link further down on the page:
Details on spaces:
All standard spaces MUST be booked AT LEAST 2 weeks in advance via the survey link further down on the page, standard spaces include:
More complex or larger scale events requiring different spaces will need to be booked AT LEAST 6 weeks in advance to allow coordination between various staff teams, These spaces include:
Further information:
We will try to get back to you with the booking details within 3-5 working days of submission. If you have any further questions or have not heard back from us withing a week, contact the team by emailing societies@mdx.ac.uk
Once we have all of this information, we will either go ahead and book your space or arrange a quick catch up with you to clarify any details (usually for large scale events).
Once your space has been booked, and all relevant processes have been followed where necessary (e.g. external speaker checks, AV equipment booked, extra staff arranged, risk assessment verified etc.), you will receive a confirmation email that your event is booked and can go ahead. Only once you receive this email should you start promoting your event! Do not advertise before your event is confirmed.
Book spaces through this link:
https://www.surveyhero.com/c/9kzvxwyt
Off campus and online events:
If your Student Group is attending or planning an event off campus, you must let us know about it via the online Submit an event form. This includes all events which you are:
This is for your safety so we can cover you if anything goes wrong.
External Speakers
An online External Speaker Form must be completed by any student group who wishes to host an external speaker (anyone who isn't an MDX student or staff member) to speak at an event or activity.
Following completion of this form, MDXSU will vet the external speaker before confirming your event can go ahead. This is in line with our external speaker policy, which can be found here.
This process is a legal requirement and is created to identify potential risks, ensure that they are minimised by putting in place the correct mitigations (e.g. appropriate space, security presence, trigger warnings etc.) and allow students to engage safely
External Speaker Forms should be submitted at least 2 weeks in advance of the event to allow time for the process.
The External Speaker Form will ask you the following:
the external speaker form can be found here:
https://surveyhero.com/c/externalspeakermdx
Funding your event:
If your event is going to cost you money, you will need to bid for the funds. Find out more here.