Room Bookings for Student Groups

Student Groups are able to book rooms in the SU and in buildings across the University. Rooms are free to book for affiliated groups but you may need to pay for additional requirements such as equipment hire, staff, security costs and catering. 

Guest Speakers

Guest speakers at any of your events must be declared to the Union using a Guest Speaker Form. This must be done at least 21 days in advance (3 weeks before your event). For bookings in the SU, you must complete a Guest Speaker Form and return it to Bryony. For bookings in a University room, Guest Speaker information should be declared on the University Room Booking Form when making any bookings. 

The University (and Union) has a responsibility to seek to ensure that has due regard to prevent people being drawn into terrorism as part of the responsibilities set out within the Prevent Duty Guidance for Higher Education Institutions.

In fulfilling this duty, would ask that all committee members are familiar with the Cardiff University Prevent Policy and the Code of Practice on Freedom of Speech . These are both useful documents that set the expectation about how debate should take place on campus with a view to seeking to enable freedom of speech, but in recognition of the need to protect our students.

In addition to these, the Students’ Union Guest Speaker Policy sets out the expected process for seeking to bring guest speakers onto campus. The policy can be viewed here: Guest-Speaker-Policy-May-18-ENG

SU Room Bookings

Student Groups can make bookings for meeting rooms in the SU using our Room Booking System. Groups can also review their bookings in this system. All Groups have their own login - contact Bryony if you cannot find yours. When making bookings, please give as much information about your booking as possible and include your Group's name in the title so we can quickly see who you are. Click here if you want to find out more about the rooms available to book and click here to read the Terms of Use.

Booking Commercial Venues in the SU

If you want to book Y Plas, the Great Hall, Y Stiwdio or the Lodge, please follow the Booking procedure outlined below. This will ensure your booking is made as quickly and smoothly as possible. We recommend getting them in nice and early as our commercial venues get booked up really quickly!

  • Speak to Bryony in person or drop her an email on
  • If a suitable booking is possible, the venue will be placed on HOLD and a Venues Inquiry Form will be emailed back to you.
  • Return the completed form to
  • SU Events will review the form, issue a quote for any setup/equipment hire/staff costs and, if you are happy, CONFIRM the booking.

You can find out more information by downloading our Events Pack ENG | CY.

University Room Bookings

Student Groups can book a variety of rooms in the University using the University Room Booking Form. Only committee members can access this form - contact Bryony if you cannot access it.

Regular Room Bookings

Student Groups can book SU rooms on a regular basis using the Regular Room Booking Form. All SU rooms can be booked on a regular basis, including commercial venues, and bookings are made per semester. 

The deadline for making SU Regular Room Bookings for the Autumn Semester is 27th November 2019 at 5pm. These bookings will be active  from Monday 27th January to Sunday 3rd May 2020.

If you want to book University Rooms on a regular basis, you can use the University Room Booking Form. Regular bookings can be made at any point in the year for any length of time, subject to availability.

University Sport Facilities 

Student Groups can hire University Sport Facilities at any of the following sites (depending on availability):

  • Cardiff University Sports Training Village - Talybont
  • Cardiff University Fitness and Squash Centre - Sengennydd Road
  • Cardiff University Strength and Conditioning Centre - Park Place
  • Cardiff University Sports Fields - Llanrumney

Further information on each facility can be found here.

If you'd like to make an enquiry about a booking within the next 7 days you should contact the relevant centre reception. If you'd like to make an enquiry about a booking beyond 7 days you can email SportBookings

Please note that all bookings will be charged at student rates and bookees are responsible for making payment.