Book our venues

Update 2/11/2020

Due to the most recent government announcement that the UK will be going into lockdown from Thursday 5th November at 00:01am, we will no longer be accepting any booking enquiries for The Forest after this time and cancelling the events due to take place after this date. We want to take this time to thank all the student groups who have used this venue as an events space and worked with us to ensure it was a safe, accessible and fun venue for everyone. We hope to welcome you back as soon as possible!

Frequently Asked Questions

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.

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.

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

No. The Forest is a licensed space and therefore only food and drink purchased within The Forest can be consumed there.

The Den is an inside venue and the new Tier 2 lockdown restrictions mean we are unable to host tables of mixed household groups. Please request any events for The Canopy.

If you're the host of the main event within The Forest, it is possible to play your own music, due to government restrictions this must be under 65db and played through our in house system that is connected to the speakers. However, if you're part of a smaller event taking place at the same time as another, this may not be possible. When enquiring about event bookings, please state if playing your own music is needed for the event to go ahead. If you're wanting to perform live music due to government restrictions on noise within licensed venues, we can only allow a single artist with a microphone and an acoustic guitar with no amplification at The Forest.

There is loads of useful information here about what kind of events can take place in these University spaces and how to book them.

You need to be a signatory of a student group to upload tickets to the YUSU website. Please ask a signatory of your committee to upload tickets. If you're unable to do this, please email [email protected]

To ensure your event is safe and insured, we ask all groups wishing to book more than one table within The Canopy to complete an Events Management Form and Risk Assessment. Under current UK Covid guidelines, a booking of more than two tables counts as an 'event' and therefore must go through these health and safety procedures.

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 sending an enquiry about hosting an event 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.

  • Understand that once the YUSU events team have discussed your event, you will be required to complete an Events Management Form (EMF) and a risk assessment before the event is confirmed.

  • 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  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

  • To enquire about booking an indoor University space, please see their website. If you want to book out the Piazza marquee on Campus East, see here.

  • 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