Your Union – Booking the Union

Our venues are sometimes available to hire for private parties or for club/society events.

Please note we are now fully booked until January 2012.

If you are interested in booking one of our spaces please complete and submit the online booking/enquiry form found below and we will contact you.
Please note that the booking form is for private functions. For events open to the public, club nights, or to arrange a visit to view our venues, please email: su_ents@winchester.ac.uk

Please note we are unable to take bookings for 18th birthday parties and the availablity of our venues for booking is strictly limited during term time.

The Vault is our main venue which boasts a full stage, it’s own 6m bar, and retractable seating with 144 seats. So if you want a cinema night, a live show, or a disco for up to 450 people, this massive venue is the space for you.

Hiring of this space includes basic access to our sound and lighting system and an operational bar with staff.

Extras might include: Security Staff, advanced access to sound and lights, DJ’s, or The Vault Bar (to extend capacity to 600).

The Vault Bar is a 10.5m bar with soft plush seating for up to 70 guests. It has its own small dance floor area and is the perfect venue for discos/parties from 60-150 guests.

Hiring of this space includes basic access to our sound system, and an operational bar with staff.

Extras might include: Security staff, DJ’s, The Vault (to extend capacity to 600)

The Terrace Bar is a fully furnished bar with a small area for a portable DJ/Karaoke or other compact entertainment. Further along the corridor is the Games Room which has seated tables and three pool tables. Booked together, these spaces are the ideal venue for social gatherings or parties of up to 100, that do not require significant sound equipment.

Hiring of this space includes an operational bar with staff.

Extras might include: Security staff, Portable sound equipment, DJ’s, The Vault (to extend capacity to 550), The Vault Bar (to extend capacity to 250), or Both The Vault & Vault Bar (to extend capacity to 700).

Our comfortable meeting room is fully equiped with AV and tables and chairs to host a meeting for up to 14 attendees. The meeting room is one of our most used spaces and therefore availability is limited and priority is given to student groups over external bookings.

Hiring of this space includes access to all AV equipment (data projector, dvd, laptop, video, flip chart).

Extras might include: Teas/Coffee.

We try to make our prices as reasonable as possible and if you are a student group it is well worth emailing us (SU_Ents@winchester.ac.uk) to check prices as it is often significantly less than those listed below - in some cases free!

The Vault = £85 per hour
The Vault Bar = £50 per hour
The Terrace Bar (and Game Room) = £45 per hour
The Meeting Room = £20 per hour

All rates exclude VAT which is chargable at prevailing rates. All bookings are also subject to a refundable deposit.

Winchester Student Union may insist that for safety, licensing, or crowd control reasons, security will be required. In this instance you will be charged the above fee, plus security rates, per officer, per hour. The number of officers required will be determined by Winchester Student Union in consultation with the booker. Security Staff rate: £13.25 (per person per hour).

1. A deposit is required in all instances. The refundable deposit will be retained as payment towards extra fees incurred but will not indemnify the hirer against loss or damage incurred that exceeds the deposit amount.

2. Some of our facilities are only available for use by current Student Union members.

3. Venues must be booked no later than 10 days prior to use.

4. Cancellations within 10 days of the venue hire date will incur a 100% payment. Cancellation before this may occur with no penalty. Cancellations to hires without a charge will instead incur a £50 admin fee.

5. Hirers must provide a full and accurate record of any non Winchester Student Union attendees to their event including full name and age. Failure to provide this by the time of booking will mean that The Hirer’s non student guests may not attend The Hirer’s event.

6. Full payment and deposit must be made in order to secure The Hirer booking. Payment may be by made by cash, bacs transfer or guaranteed cheques made payable to Winchester Student Union.

7. Bookings are still subject to standard Student Union house rules and regulations under the terms of it’s Constitution.

8. No under 16’s may attend a venue booking event, without prior approval of the student union licensee. The Hirer is responsible for the bevahiour of any under 18’s that attend any event.

9. No food or drink may be brought onto the property by The Hirer or any third party unless by prior arrangement with the Student Union.

10. It is the responsibility of the hirer to oversee the event and report any incidents to on duty staff immediately. The following constitutes are incident for reporting; spillages; breakages; verbal or physical alterations; illness of customers present; underage drinking; suspected drug use; or any behaviour that contravenes Student Union house rules, or may affect our license. The Hirer must report all accidents involving injury to the Student Union and The Hirer may be required to complete an accident form for the relevant authority (the Student Union will provide the form).

11. In the event of behaviour or activities unacceptable to the Student Union occurring at the event or during The Hirerr stay, the Student Union reserves the right to terminate the event or The Hirerr stay. If this occurs, no monies will be refunded to The Hirer. The decision of the Duty Manager on such matters is final.

12. The Hirer must ensure that nothing occurs at the event in contravention of the law relating to gaming betting and lotteries.

13. Extra charges will be applied in case of any undue damage or cleaning requirements for our venue following booking. The costs of repairing any damage caused to the property, contents or grounds by The Hirer or any person attending The Hirerr event, any exceptional cleaning costs and the costs of removal of rubbish following an event must be reimbursed to the Student Union by The Hirer.

14. It is the responsibility of the hirer to ensure all portable equipment used at our venue is tested and safe and adequately insured. The Student Union reserves the right to terminate the use of any equipment which customers bring on site which is not deemed to be safe. No flammable or combustible materials are permitted at the event without prior written approval of the Student Union. The Student Union may require a risk assessment before approval.

15. The Hirer must comply with any directions given by the Student Union concerning health and safety and fire precautions.

16. If the Student Union for any reason needs to make any amendments to The Hirerr booking, we reserve the right to offer an alternative choice of facilities.

17. The Student Union reserves the right to approve any externally arranged entertainment, services or activities The Hirer have arranged and we cannot accept liability for any cost that The Hirer may incur if approval is withheld or withdrawn.

18. The Student Union may cancel the booking at any time:
• If the booking might, in the opinion of the Student Union, prejudice the reputation of the Student Union
• If the Hirer is more than 30 days in arrears of previous payments to the Student Union
• If the Student Union becomes aware of any alteration in the Hirer’s financial situation

19.  As an overriding right the Student Union may withdraw the property from use upon giving as much notice as is reasonably possible, but without liability for any damages, loss or compensation whether financial or otherwise

The hirer must confirm they have read, understood and agreed to the above terms and conditions.

Important note: Normally we will not accept bookings with under 16’s attending - please contact us directly if you want to enquire about children attending your planned event.

Please note we are now fully booked until January 2012.

Please complete our online form as fully as possible (some fields are mandatory):
Open Enquiry/Booking Form Now