Book our venues


We’re excited to be able to announce that The Forest - our new, outdoor events venue for students - has bookable spaces within it for you and your student group’s events alongside our permanent venue spaces across campus. Please read the following health and safety information and then fill in this enquiry form to tell us more about your event.

Please note

By choosing to host an event in a YUSU venue, you are agreeing to:

  • Adhere to the latest government guidelines on Covid-19 and YUSU’s health and safety measures (which are outlined below). 

  • Understand that in the event that the Government’s guidelines on gatherings change or lockdown is re-implemented either locally or nationally, this may result in your event/s being cancelled and that YUSU is not responsible for any inconvenience this may cause you or your student group. 

  • Advertise and have guests book into your event via the YUSU website (even if the event is free), meaning YUSU is able to track and trace students should a positive case of Covid-19 occur on campus.

  • Acknowledge that completing the enquiry form does not guarantee that you will be able to host your event in a YUSU venue, or within the YUSU venue you have specified as a preferred option.

  • Follow all directions provided by staff and signage in the venues.

  • Understand that YUSU reserves the right, as the operator and manager of The Forest and all venues within it, to cancel or postpone any event for reasons such as adverse weather conditions, a change in government guidelines on gatherings, lockdown being re-implemented (locally or nationally) or for any other unforeseen circumstances.

  • For the latest government guidance on Covid-19, please see here


What you need to know: Covid-19

Here’s what we’re doing:
  • The safety of students, staff and visitors to campus is of the utmost importance to us at YUSU. We’ve spent the last few months working closely with the University and City of York Council to ensure that any events or activities that take place in our venues adhere to latest government guidelines and are Covid secure. 

  • We’re installing sanitation stations across our venues for event hosts and guests to use.

  • There is safety signage throughout our venues which marks out 2-metre social distancing, one-way systems and reminders to wear face coverings where necessary.

  • All YUSU events and Commercial staff have undertaken Health and Safety training specific to Covid-19 prevention.

  • Each venue will be thoroughly disinfected at the end of each day.

  • Each venue has a specification that outlines the guest capacity to ensure social distancing when in use.

What you need to do:
  • Maintain good personal hygiene by washing hands thoroughly and regularly using hot water and soap, cleaning your clothes and hair more regularly and using disposable gloves when removing rubbish at the end of an event.

  • Refrain from rearranging any seating or furniture within the venues, as these have been intentionally placed to be socially distanced. 

  • If possible, ventilate the events space you are using by opening windows and doors.

  • Ensure that all events you wish to put on in a YUSU venue goes through the events process (starting with the enquiry form) and work with us to make it bookable via the YUSU website. This means we are able to get in touch with students who attend if there was a positive case of Covid-19 on campus.


Booking University spaces

  • The University is currently finalising the teaching timetable. Once this is confirmed, the room bookings system will open to students and staff for bookings. We expect this to go live on or around 17th September. 

  • The flat floor and regular room booking timetable that is organised through the summer for clubs and societies is currently being processed. Please contact [email protected] if you have any queries about this.

  • For any University room bookings you make, please ensure you read the room bookings terms and conditions


FAQS

  • How will you ensure the bookings are allocated in a fair way?

    • Bookings will be allocated on a rolling three-week basis, and will be managed by YUSU’s event team and commercial services. They will work hard to ensure that as many student groups get their spaces, and will allocate them to the space most suited for their event.

  • When can we expect to hear back about our event once submitting an enquiry?

    • The events team will aim to get back in touch with you within 3 working days; however an event will not be confirmed any further in advance than 21 days. Please email [email protected] with any further questions.

  • What dates will the spaces be available for us to book?

    • The spaces will be available for bookings from Week 3 to Week 10.

  • Can non-YUSU affiliated groups book a YUSU venue?

    • Yes; any student or staff member of the University of York can enquire about booking one of our spaces