Planning and Booking Events

Room bookings

The Conference and Events Office is responsible for most teaching rooms and lecture theatres, along with committee rooms and catering venues, which are available to book by LSE staff via the room bookings facility in LSE for You|. In order to be set up on the room booking system, LSE staff should email conferences@lse.ac.uk| with their staff number and job title.

LSE Students' Union societies are given the ability to book LSE rooms for their events, however room booking privileges are limited to three nominated officers of the society.  Societies are only able to book rooms once they have elected their officers for the current academic year, have submitted their society registration form to the Students' Union and completed the room booking agreement form. Nominated officers can request rooms via LSE for You.  Societies are entitled to one induction room booking at the start of each academic year.  Catering for society events may be arranged through LSE Catering, but orders must be placed via the Students' Union staff.  Classrooms should not be booked for physical activities such as dance rehearsal or exercise classes, the Students’ Union staff have a block booking of rooms more appropriate for these activities, so they should be contacted directly.

Anyone booking a room must ensure that it is suitable for the event, e.g. of sufficient size to prevent overcrowding. Anyone booking a room must make themselves aware of their health and safety responsibilities and to ensure health and safety procedures are adhered to including stewarding an event, if appropriate.  Information can be found on the Health and Safety web pages|.

It is your responsibility with any room you have booked and used to leave in a timely fashion to enable the room to be serviced by the cleaning contractor in readiness for the next user.  Classrooms and communal areas are cleaned on weekday mornings (between 6am and 8am) and are serviced during the day, so please remove your unwanted items (especially catering leftovers) at the end of your event using the appropriate communal recycling stations.  On leaving a room please turn off the lights and other equipment, close windows and reposition furniture.  Please ensure any catering equipment is returned (see below).  If you experience problems with teaching room equipment please contact AV imt.av.support@lse.ac.uk||

Except for the Music Practice Room, individual LSE students cannot make room bookings.  If individual students want to make room bookings for an academic purpose they need to approach a member of staff in their department and request they make the booking on their behalf. Individual students can make use of the ‘Find a Study Room’ facility on LSE for You if they are looking for a room for some quiet personal or group study.

Catering orders from external companies

LSE's cleaning contractor, Resource has been instructed to remove everything from common areas and classrooms.  If you order from an external catering company please arrange the collection of crockery and cutlery from designated collection points| (PDF) the following day.

Departmental meeting/seminar rooms

There are a number of meeting rooms situated within departments that do not currently appear on the central booking system.  These rooms may be bookable by staff from outside the department, if available and with the agreement of the relevant Departmental Manager.  Here is a list of the rooms| (PDF) and who to contact with booking enquiries.

Events in SAW

The Students' Union is responsible for room bookings in the Saw Swee Hock Student Centre (the Venue, The Three Tuns, the Weston Café/bar, the Denning Learning Café, Activities Studio and the Bao Yang meeting room).  The spaces can be booked for events by students, societies, LSE staff and external hirers.  For all event enquiries in SAW please contact SU Events Manager Abi Tedder - a.tedder@lse.ac.uk|

Spaces in SAW can also be booked by students/socieities for practices and rehearsals.  For all practice/rehearsal enquiries contact Nick Turner - n.turner@lse.ac.uk| (for the Activities Studio) or Abi Tedder - a.tedder@lse.ac.uk| (for the Venue).

Furniture for events

If you are planning a significant event on Houghton Street a license must be obtained from Westminster City Council|. Fold away furniture such as chairs and trestle tables are available for this purpose; subject to approval by the Estates Division. Do not use classroom furniture. Red LSE gazebos are also available to hire for use in Houghton Street and outside the NAB (conditions apply, please contact  
estates.porters@lse.ac.uk| for further information).

If you would like to book any of this furniture to use in an event please contact the Students' Union (send requests to Heather Carroll, h.f.carroll@lse.ac.uk|  in the first instance, and no later than four weeks before your planned event). You will then be advised you of the process you have to go through in order to have access to the furniture and for your event to go ahead, respectively.

The Estates Division manage a pool of furniture in good condition that can be reused on campus. To log a request please contact your Departmental Manager or Estates Help Desk. If you need help with the movement of bulky items, such as furniture complete a Porters request form||. For full details of the procedure please check out the Furniture pages|.

The LSE Conference and Events Office own furniture suitable for high profile events in the larger lecture theatres. This can only be used if event organisers hire LSE event stewards to work at their events. 

Otherwise we recommend contacting the Porters regarding your set up requirements.

LSE branded tablecloths can be hired, subject to availability, from the Conference Office.

For more information about these services please visit the Conference and Events| web pages.

Poster policy

There are poster boards on Houghton Street north of the main entrance where posters and notices can be displayed. There are also notice boards in the main entrances of most campus buildings and departments/research centres. Use of these notice boards should be sanctioned by the relevant Students' Union societies/academic department/research centre and posters must be securely fastened to boards to prevent fire spread.  We are trying to prevent fly posting to keep the campus tidy and therefore will remove posters not displayed in approved areas. With agreement of the Director of Facilities Management (a.blair@lse.ac.uk|) exemption can be given in the case of way-finding posters for School events e.g. LSE Open Day, Visit days etc.  All posters should include the LSE logo and a box stating the duration of display for the poster – max one month. Those failing to meet these requirements will be removed.

Weekend room cleaning and servicing

Due to limited staffing at weekends, only rooms on the daily room booking list will be cleaned. This list is prepared at noon on Wednesdays. If you book a room for the weekend after that, please contact Estates.Fm@lse.ac.uk| to ensure that the room is added to the cleaning list.

The campus has reduced day janitorial service level at weekends. Nevertheless we want to ensure that every event (conferences, workshops etc.) runs smoothly. For that reason we ask event organisers, hosting an event above 50 people to contact Estates.Fm@lse.ac.uk| to discuss their event’s requirements at least five days in advance.

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