How To Directory

Running an event on SUSU premises

  1. Submit a Booking Form through our online booking system - Southampton University Students Union (ivvy.co.uk)
  2. Submit your Risk Assessment and if necessary, Food Hygiene certificates via Groups Hub straight away. Once the Activities Team have received this, they will approve it and authorise the Bookings Team to process your booking proposal.
  3. If the space is available, the Bookings Team will put together the quote and contract for your event which will be emailed to you within five working days. Please check your junk inbox for these emails as they regularly get filtered there.
  4. Check over the document and if you are happy, please sign the contract and click complete. The Bookings Team will send a confirmation of booking on receipt of your signed contract. Your invoice will be sent shortly after this.
  5. Ten working days prior to your event, the Bookings Team will be in touch to double check the attendee figures and details of your event.
  6. EVENT DAY
     

For further guidance on how to use the booking system you can look at the How to Book your Event guide or refer to the step by step guide: How to use Ivvy - YouTube

Points to note

Unfortunately, it is not possible to book out spaces at Halls through our online system. For these bookings, contact the SUSU Events Team at suevents@soton.ac.uk directly.

Garden Court is not managed by SUSU. This space is managed via the University Conference and Hospitality Department. However, they do require a referral from SUSU in order to process your booking request. Please email suactivities@soton.ac.uk if you wish to book the Garden Court venue.

 

Cancelling an event

 To cancel a booking we would need at least two weeks notice and all cancellations must  be received in writing (via email) to SUBookings@soton.ac.uk.