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, please fill out the booking form here.

• Which space you're requesting (e.g. classroom, lecture theatre, MDX House etc.) 
• Student Group
• Student Name
• Student email address
• Event Title
• Description of event
• Date/Time
• Capacity
• External Guests?
• External Speakers?
• Do you want to repeat the event?
• How often? (e.g. weekly/biweekly/monthly)
• AV requirements
• Will there be music or loud noise?
• Changes to the room layout
• Do you require catering?
• Are you providing foods/drinks?
• Will there be alcohol?
• Any further comments

Fill out the booking form here.

Please use this form for your upcoming events – Bidding meetings happen monthly the communities' team & student officers will discuss your bid and agree on an outcome.  

We will notify you of the bidding form deadlines and will message you regarding an outcome soon after.  

• Fill out this form for ALL events including externa/off campus. The form includes information about:

  • Basic info around lead times

  • Links to policy around external speakers 

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 within 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.

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:

• Simply attending and have no involvement in planning (online and in person)
• Collaborating with another SU/organisation on, even if it’s not hosted at MDX
• Planning to hold in an external venue
• Planning to host online

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 3 weeks in advance of the event to allow time for the process.

The External Speaker Form will ask you the following: 

• Your name
• Society name
• Student email
• Event name
• Event date/time
• Capacity
• Attendees (e.g. students, staff, public, etc.)
• Event description
• Name of the external speaker
• Organisation or company the external speaker is from
• Topics of speech/discussion
• Any affiliations (specifically political or religious) that the external speaker has
• Website or social media details of the external speaker
• Any knowledge of controversy attracted by the speaker or topic in the past
• Has the speaker been refused to speak publicly before?
• Is the event/speaker likely to attract media attention? If so, why

Please email societies@mdx.ac.uk to request an external speaker form.

Funding your event:

If your event is going to cost you money, you will need to bid for the funds. Find out more here.