Frequently Asked Booking Questions

Who can book into meeting rooms at the Hub?

We welcome, university, enterprise arms, students, staff, site partners and public visitors. For small meetings using our spaces on the second floor there is no charge for University related business between 09.00 and 17.00, we also have external rates for those who wish to make use of these space. External rates vary depending on room from £30 to £80 per hour plus VAT.

At what point does a general meeting become an event and have fees attached?

Bookings become chargeable when the booking is above 14 people and cannot be placed in our smaller meeting rooms, bookings which require a room to be set out by the team, catering to be ordered, AV Support and require additional admin carried out by the team to facilitate the booking happening at the West Hub. Central allocation teaching is not chargeable.

Can I book into Rooms for study?

We have main workspaces on level 1 and level 2 of the West Hub which is allocated on a first come first served basis for all types work from study to informal meetings. We ask that our meeting rooms are used primarily for meetings requiring AV or meetings of a sensitive, or for centrally allocated supervisions. All other supervisoins we ask to take place in the main workspaces only.

How do I book your meeting rooms?

For our smaller meeting rooms we advise looking at Booker and placing in a request via this platform into our team. Please be aware that requests are not always approved so do check you have an approved booking confirmation email before heading across to us. Our meeting rooms are on the second floor, our multi use spaces on the first floor have a more in depth enquiry process.

What information do I need to give to book your meeting rooms?

We ask for as much information as possible for all bookings, in particular we ask that all bookings have your department or company sited, your name, AV needs and names of other departments, company or attendees. Please be aware if we do not have these details we are likely to decline the request.

How do I book your larger spaces, the East, West and South Room?

For the larger multi space rooms, East West and South Rooms, we ask that you fill out our online enquiry form that will ask for additional details to help us understand your needs and process your enquiry.

What can you book into the pods?

Three of our pods on the second floor are bookable, these are designed for group work and meetings. They are very popular so we ask that they are booked for a maximum of 2 hours to ensure there is availability across our audience base. There are smaller pods without screens opposite, that are allocated on a first come first served basis.

Can I host Zoom or teams calls?

Our meeting rooms or pods are ideal for online meetings, with a HDMI cable to connect your laptop to the screen. The pods are also a good place for these meetings with acoustic edging and a screen available.

What do I do when I arrive for my booking?

Once you arrive on site for your booking, please come up to the first floor information desk and speak with our team, we will then get the room opened up for you.

How far in advance do I need to book?

For the multi-use spaces we do ask for seven days’ notice and we only open these space for bookings made in advance. For the smaller meetings rooms on Level 2, that seat 4- 14 we recommend 24 hours as a minimum.

Can I make a walk in booking on the day?

If we have availability we will book you a meeting room at the information desk, this might have a timeframe attached to be able to reset the meeting room for other bookings. We will still ask for general study and work to take place in the main workspaces to ensure efficient use of space.

Can I bring my own food into meeting rooms?

At the Hub we have UCS on site providing our canteen service and our hospitality offer for meeting rooms. If you do not want to place a hospitality order you can use the Grab and Go coffee bar that is situated in the canteen to collect coffees and cake on arrival.

How do I set up a booker account?

All university staff and students are entitled to a booker account, all you have to do is email UIS or request access via the email to get registered.

Do you have a room for prayer?

We do not have a dedicated space for prayer within the building, there is a multifaith centre on site under the Broers building which you can register to use.