Room Bookings

Booking a room

Student Groups can book a KCLSU or a King's room for activities, events, training, social and much more.

Student Groups can also hire our venues. Make sure you read through the Terms and Conditions below before making your booking to make sure that you understand how booking a room works. To assist you with your events, we've created some supporting documents. Take a moment to read through the content so you understand the roles and responsibilities necessary for running an event.  

Visiting Speakers

Thinking of a hosting a Visiting Speaker?

✅ Don’t forget to complete these key steps! ✅

First things first - read the procedure

The KCLSU Visiting Speaker Procedure contains everything you need to know about hosting a Visisting Speaker event. It explains:

• What a Visiting Speaker is
• The policy requirements all requests must meet
• The mitigations that may be needed for your event to take place
• Approval timelines
• When a Joint Risk Assessment (JRA) may be required

Before submitting your request, your first step should always be to familiarise yourself with the procedure.

Once you’re confident your request meets the requirements, there are three key steps to complete in order to receive approval for your event:

1. Book A Room

You can book spaces across both KCL and KCLSU venues.

2. Submit Your Visiting Speaker Request Form

When completing your form, please make sure you:

• Allow at least 10 working days’ notice
• Identify a trained Chair (a current King’s student who has completed Chair’s Training on KEATS)
• Answer the self-referral questions accurately and honestly
• Provide full details for all speakers, including full names and three relevant links per speaker

Important information about timelines:

• Events that do not require a JRA, or are assessed as low risk, are typically processed within 10 working days
• Medium-risk events are typically processed within 12 working days
• High-risk events are typically processed within 14 working days

Please keep in mind that if you submit your request with only 10 working days’ notice and your event is later assessed as medium or high risk, the Joint Risk Assessment process cannot be expedited. In these cases, you may need to reschedule your event to allow the process to be completed properly.

3. Complete Your Additional KCLSU Event Risk Assessment

Student Groups that regularly include Visiting Speaker events as part of their core activity do not need to complete this step, as they will already have assessed the relevant health and safety risks.

If you’re unsure whether this applies to your group, please contact [email protected] – the team will be happy to help.