Student events

Everything you need to know about organising a student event at Imperial

A step-by-step guide to organising a student event at Imperial

1. Plan your event

Decide on the date, time and room requirements for your event. There is no room charge for rehearsal bookings, but for major events, there will be a charge for room hire, room setup and cleaning. 

2. Book a venue

View spaces available for student events >>

See our Events Team at the Student Hub to discuss your room requirements. Event spaces can be booked between 2 weeks and 3 months in advance. Major events should be booked 1 year in advance.

After your decision on room requirements, download and complete an Event Room Booking Form (PDF) from our website. Your completed form needs to be signed by the Deputy President of Clubs and Societies. Hand in your signed form to the Events Team at the Student Hub.

If you need to add AV equipment, specify your requirements in your Room Booking Form.

Student booking T&Cs (PDF)

3. Book catering

We have a catering menu specially designed for student events with a great selection of food and drinks.

Student event catering menu

To book catering for your events, download and complete a Catering Booking Form (PDF).

Your completed form needs to be signed by the Deputy President of Clubs and Societies. Hand in your signed form to the Events Team at the Student Hub.

Student booking T&Cs (PDF)

4. Pay for your booking

If your booking requires payment, you will be given a quotation from the Events team. To proceed with the booking, you will need to obtain a purchase order number from the Student Activities Centre at the Student Union and return this with your Event Booking Form to our Event Coordinator at the Student Hub.

5. Booking completed

After receiving the booking forms and if applicable the purchase order, we will send you a booking confirmation.