Room Bookings

As a student of Sheffield Hallam University you automatically become a member of Sheffield Hallam Students' Union.

Whether it’s for a committee meeting, a whole society meeting, a social or a workshop, you are most likely to need to book a room at some point during the year.  The Students’ Union can help you to book rooms at the University (both City and Collegiate campuses), or here in the Hubs.

The HUBS is home to a variety of flexible bookable spaces for Sheffield Hallam students, staff, and our local community to use. Please see the attached capacities sheet for details of our bookable spaces. 
Student room hire bookings are those considered to be:

  • Sheffield Hallam University related (i.e. course, teaching)
  • Students' Union activities ( i.e. further the aims of the Club/Society)
  • Where a minimum of 80% attending the event are current students at Sheffield Hallam University.

These bookings are usually free of charge.  Some specific requirements may incur a small charge, for example, bar/security staff, or catering.  The University will charge for room hire in their buildings if the event is open to the public.

How to book a room
Firstly you will need to check availability of our spaces.  Current availability can be seen here.
If you would like to book a room from August then you can check availability here.
Note: The availability is updated each day at 8.00 a.m.

Please note that The Stage gets booked up extremely quickly, so please give as much notice as you can to secure the date you want.

When you have decided on the date/s you require we strongly advise that you contact Sue Jones, Helpdesk Team Leader to provisionally book the space on 0114 225 4111

Next - For all Student-related room bookings please complete a booking form.

Remember:
If you need any technical services you also need to complete Appendix A 
If you require any catering services you also need to complete Appendix B 
If you are inviting an external speaker to your event you must complete Appendix C 

Check that you have completed all relevant information, and that you have got the details correct then email your completed form and any Appendices for additional services to activitiesadmin@shu.ac.uk 

Film Licences
If you intend to screen a film as a part of your booking, then you may need to arrange a film licence.  Please read this guidance to find out whether you need one.

Notes for booking a room in the University 
For rooms in the University please complete the room booking form, and return it to activitiesadmin@shu.ac.uk

University rooms can only be booked between 8am and 9pm each day that the university is open.

If you want a meeting outside of these times, then you can use the learning centres on either campus, which are open 24 hours a day.  You can book these spaces yourself through shuspace.

All room bookings within Sheffield Hallam University buildings require a minimum of 7 days' notice. The University need time to alert porters and security staff and will not accept notice that is less than 7 days before the date needed.

For large events in the University, or bookings with guest speakers, the booking request must be submitted no less than 4 weeks before the event.

University room bookings are restricted between August and mid-October, whilst timetables are finalised, please allow as much time as possible for bookings to be confirmed during this time.

Charles Street is the only building that can accommodate bookings at weekends.

Please feel free to request a specific room that you might want, but in case it is not available, please give enough information to book a suitable alternative.

If you turn up for your booking but find the room is locked, please call university security on 0114 225 2000

Non student Room Hire and public bookings
Sheffield Hallam Students’ Union is situated in Sheffield city centre, just a 2 minute walk from both the train and bus stations, and in the heart of the Sheffield Hallam University City Campus.

The HUBS is an extremely flexible venue, and we truly appreciate the individual needs of each and every event. We provide you with a dedicated Conference Administrator to liaise with before, during and after your event to ensure that you are happy with your booking at every stage. We will give you as much input in planning and organising your event as you want us to, and our superb in-house Facilities, Technical and Catering teams are happy to advise and guide you to ensure that you have all the support you need for your event to run smoothly. We pride ourselves on delivering a truly personal and unique service to each and every one of our diverse clients.

We are confident that our dedicated team will ensure that your event is a real success, and one that exceeds all your expectations.

To discuss your specific requirements, request a personalised event quote or arrange to visit our fantastic venue, please contact our Conference Administrator, Janet Heiser, on 0114 225 4253 or  j.heiser@shu.ac.uk