LSESU Booking Guidelines

 

These guidelines apply to any room or event booking within the Saw Swee Hock Student Centre. There are details on each bookable event space in the full Room Booking Guidelines, so please read these for each space you would like to book.

All bookings require a completed Event Booking Form and Risk Assessment.

Room Booking Forms

 

  • LSESU societies and clubs
  • LSE students
  • Students' Union staff
  • LSE departments
  • External clients

Details for how to make an event booking in the Saw Swee Hock Student Centre can be found on our LSE SU Bookable Spaces page.

 

 

The Saw Swee Hock Student Centre is available for bookings on weekdays, during term time. Available booking hours are:

  • LSESU Venue: 9am–11pm
  • The Three Tuns: 11am–11pm
  • First Floor Promo Space: 9am–4pm
  • 6th Floor (Activities Studio, Weston Café and Bao Yang): 9am–10pm

 

Any requests for bookings outside of normal opening hours, for example on a weekend or outside of term time, are completely subject to:

  • Approval from the LSESU Events Team
  • Availability of any staff required to work at the event
  • Different licensing conditions
  • Incurring the full cost of LSESU opening services outside of normal working hours

Any event past 5.30pm (not required for basic rehearsals) and at the weekend will require an Event Supervisor. This is a minimum cost of £40. Any events over 4 hours are charge an additional cost of £10 per hour e.g. 6 hour event is £40 + 2 hours (£20)=£60.

 

All reasonable measures should be taken by event organisers to ensure the safety of attendees of the event and other users of the Saw Swee Hock Student Centre.

 

Fire safety: Fire exits must be kept clear at all times.

 

Security: LSE Security operate within the building during opening hours and on LSE campus 24/7. Please flag any safety concerns or suspicious behaviour to LSE Security. LSE Security can be contacted by visiting Reception on the Ground Floor.

 

Additional security: Additional security may be required for certain events, such as club nights in the LSESU Venue (this will be an additional cost to your event booking)

 

Capacities: Prevention of overcrowding of venues:

Event organisers must monitor the level of interest in their events and inform LSESU staff if they anticipate any issues, such as too many people attending the event and the event space going over capacity.

The best way to do this is by:

  • Operating ticketing systems (available on the LSESU What's On calendar
  • Employing stewards (at least one steward must be placed at each fire exit – stewards must be aware of all fire exits and relevant evacuation assembly points)

 

The below legal capacities for event spaces in the Saw Swee Hock Student Centre must not be exceeded at any time:

Event Space Capacity
Standing Seated
LSESU Venue (including Mezzanine) 820 200-220
The Three Tuns 250 Not available
6th Floor Whole floor: 150
LSESU Weston Café: 80
LSESU Activities Studio: 70
Bao Yang LSESU Meeting Room: 12

 

External speakers: A requirement for all event bookings is to provide info on any external speakers (anyone speaking who is not from LSE) you plan to invite to your event. Info that should be provided can be found on the Events Booking Form. If you do not provide adequate info, the external speaker won't be allowed to participate and your event may be cancelled.

 

LSESU clubs and societies: Societies will normally wish to pay using their LSESU society bank account. Societies must check that they have enough money to cover the costs of the event (and the permission of LSESU staff to use their funding in this way) with the Societies Development Coordinator

 

The LSESU Events Team requires confirmation from the Societies Development Coordinator prior to confirming event bookings.

 

LSESU departments: Please provide your budget code for event-related costs.

 

LSE departments: LSESU do not accept LSE budget codes. Invoices will be sent for event costs, so invoicing details must be confirmed before an event booking is made. Name, email address, phone number and postal address for the invoice are all required.

 

 

In the eventuality that you need to cancel your event, please notify the relevant member of the LSESU Events Team with as much notice as possible before cancelling an event to allow the booking space to be released for others.

 

Late cancellations of events from the same booking holder may result in a loss of room / event booking privileges.

 

Societies who use the Saw Swee Hock Student Centre event spaces must follow the guidelines. In addition, they must also ensure that they follow LSESU society room booking rules. Societies cannot use rooms that they have not booked.

 

Further assistance for LSESU society events

If your event booking has been confirmed by a member of the LSESU Events Team, the Students' Union can provide further assistance with:

  • Publicising your event to the wider LSE community. Please contact Suki Ferguson, Communications Manager: s.ferguson1@lse.ac.uk
  • Event ticketing set-up, and specific advice on society procedures. Please contact LSESU ARC staff: su.arcstaff@lse.ac.uk

 

 

Catering can be ordered through LSESU. You will need to complete the Catering and Bar Order Form and send this to the Events Team.

Your catering order must be received with a minimum of 7 working days. Any orders received with less than 7 working days' notice may not be fulfilled.

You are not allowed to bring any hot food to your event that is not purchased through the Student Union. You may bring in cold food/snacks.

 

 

A bar service can be provided for events within the Saw Swee Hock Student Centre. Please send any requests to have a bar open with staff with a minimum of 7 working days before your event, so that staffing can be planned and arranged. We offer several bar services for events:

 

Open bar – the cost of opening a staffed bar is £150 (for a standard evening event 6–11pm)

Bar tab – the minimum tab is £300 (a tab of £300+ means you do not need to pay a fee to open the bar, which will be staffed)

Drink vouchers – alternate option to a bar tab. Pre-purchase a certain number of drinks, each voucher is worth one drink. Distribute the vouchers to event guests as they arrive, ensuring that everyone receives their complimentary drinks (from the staffed bar). The £300 minimum spend also applies.

Drinks delivery – drinks will be delivered to the event space and laid out. You can choose a specific time for the delivery, and order specific drinks. If you run out of drinks, you can ask for more to be delivered. For any orders under £200, there is a surcharge of £50. To order drinks, please complete the Catering and Bar order form and send this to the Events Team.

 

We do not allow events to provide any drinks (alcoholic / non-alcoholic) unless they have been bought from the LSESU bar:

Drinks must be consumed within a bar area

You can’t take an alcoholic drink out of one event space and take it to another space within the building.

 

We can provide a drinks delivery service to areas that do not have a bar:

This alcohol must be provided to event guests free of charge.

No alcohol sold in the Saw Swee Hock Student Centre can be re-sold.

Money used to pay for alcohol cannot be reclaimed through event ticket prices.

 

 

AV requests / equipment needed must be requested when booking your event, and confirmed in advance of your event, so that LSESU can confirm whether or not they can provide it.

  • Any AV requests given at late notice cannot be guaranteed of being fulfilled.

  • For events in the LSESU Venue, an AV technician is required.

  • Events requiring AV in other event spaces (such as the 6th Floor Activities Studio) should be able to set up without assistance (wires and adapters for other spaces can be signed out from Reception on the Ground Floor – please ask for the AV box).

  • LSESU does not provide devices (laptops, mp3 players, etc.) or music playlists for use at events.

  • Event booking holders will be charged for loss and/or damage to AV equipment caused by your own negligence. Please refer to the Equipment Hire Disclaimer.

Costs

Just basic AV set up Monday - Friday 9am-6pm - Free of charge

Basic AV set up and assistance and out of hours (Monday-Friday, before 9am or after 6pm) - £13-£26 per hour.

Weekend, late evening and complicated events e.g. music or speaker events (full assistance) - £150

AV Technician Details

Flat fee dedicated £150 AV Technician (available Monday - Sunday): For complex events (e.g. panel discussions, bands/performances), evening events (past 5pm Monday-Friday) or weekend events in the Venue

Event set up (available Monday - Friday 9am-6pm): To set up an event, but not be present throughout the event. AV staff will set up simple AV requests, such as use of a projector or playing music from an iPod.

Dedicated Event technician (available Monday - Friday 9am-6pm): To set up an event, and be on hand throughout the event. For basic requests like; 2 microphones, a projector and speakers. At a cost of £13-£26 per hour.

AV available in the Venue

  • Microphones
  • Projector and Screen
  • Lighting
  • Use of speakers to play music

AV available in the Activities Studio

The Activities Studio can be set up without assistance. All event bookings need to provide their own laptop and set up for their events themselves. If you are unsure how to use equipment, please book in time to practise prior to your event (the LSE SU Events Team are not available to set up for you).

The equipment required to use the projector in the 6th Floor Activities Studio is kept on the 3rd Floor Reception (LSESU AV equipment needs to be signed out from Reception and must be returned at the end of your event from 9am-5pm Monday - Friday). This includes:

  • VGA cable
  • 3.5mm audio jack
  • Projector remote control
  • Projector clicker
  • Mac adaptors
  • Mini DisplayPort to VGA
  • Mini DisplayPort to DVI
  • Thunderbolt to Gigabit Ethernet Adapter

 

Furniture requests can be requested when you book your event, or it must be requested 10 working days before your event.

Porter furniture set up can only be arranged in the Venue

The Venue

Furniture can be set up in requested layouts. But please note, in many cases, it is not possible to lay out the furniture (due to the multi-purpose use of the room) in this case furniture will be left stacked neatly at the side of the room.

It is the responsibility of the event booking holder to move furniture into desired layouts and return furniture afterwards to how it was laid out previously, which may include neatly stacking the furniture or packing it away.

6th floor Weston Studio

For set up in the 6th floor Weston Studio, there are chairs and tables in the Studio, which you can put out yourselves for the event, you then need to clear these away after your event.

LSESU can provide Student Staff to assist with your events (please ensure plenty of notice is given if choosing this service, and include information such as the hours assistance is required and the tasks that will be performed). LSESU can’t guarantee the provision of staff – all bookings are subject to availability (availability is much more likely during term time).

 

Examples of staffing provided:

  • Cloakroom staff
  • Stewards
  • Waiters / servers

Any Student Staff bookings cost £10 per hour, per staff member, and will include a minimum of a four hour booking.