Book Westmere House

Westmere House is open for bookings for postgraduate researcher (PGR) events and activities. Please see the facilities page for information about available spaces and their capacities.

Please note, booking requests for events open to multi-disciplinary groups of PGRs will be prioritised over booking requests for events that are only open to PGRs from a particular department/School/Institute. For events open to the wider PGR community we can accommodate a series of regular bookings up to three months, subject to availability. As a general rule, we will only accept one-off events if they are only open to PGRs from a particular department/School/Institute.

Please read the Terms and Conditions carefully. Failure to adhere to the Terms and Conditions may result in your booking being cancelled or to future bookings being refused. The booking form can be found below.

Terms and Conditions

Only requests made by University of Birmingham postgraduate researchers or staff members hosting postgraduate researcher-focused events will be accepted.

A minimum of 3 working days’ notice is required for all bookings.

If you are organising an event that requires a risk assessment, involves an external speaker or showing a film/video clip, you will need to submit your booking request at least 25 working days prior to the event to allow sufficient time for the required paperwork to be completed.

A risk assessment needs to be completed for all bookings involving children, large events with more than 50 attendees, events where alcohol will be served, and inherently risky activity e.g. sparklers, exercise classes. A copy of your event's risk assessment must be submitted to graduateschool@contacts.bham.ac.uk at least 10 working days prior to the event.

It is a University requirement that any organiser of an event that includes a guest speaker and/or a film/video clip must complete a speaker request form. The University Graduate School requests that any forms be submitted to graduateschool@contacts.bham.ac.uk at least 10 working days before the proposed event. Please see the guide to freedom of speech page for further information: https://intranet.birmingham.ac.uk/campus-services/Freedom-of-Speech/index.aspx.

If you intend to invite any external delegates to an event, this must be declared when making the booking request. Otherwise, it is expected that bookings are attended exclusively by current University of Birmingham students and staff (except for any declared external speakers.)

You must keep a record of attendees that can be referred to in the event of a fire.

The Seminar Room and Lounge have moveable furniture, which can be adapted to suit the needs of your meeting or event. However, if you move any furniture, you must ensure that no fire exits are blocked.

Furniture in the foyer must not be moved, to ensure staff and students working in the building can pass through the space, and due to the weight of items.

It is the responsibility of the person booking the room to ensure that the space is tidied after the event, with all rubbish (inc. leftover catering items) bagged and tied and left by the bins in the foyer (please ensure you bring black waste bags with you).

In some circumstances, there may be a charge for the use of a space. For example:
   * If there is any damage to the space or equipment
   * If the space requires cleaning after use
   * If the nature of the event requires Security cover.

Smoking is strictly prohibited in all spaces, at all times.

It is your responsibility to respect other users within the building with regards to noise and behaviour.

Any deliveries must be scheduled for the day of your event and you must make arrangements for the supplier/courier to be met. The University Graduate School will not accept deliveries on your behalf and will not store items at Westmere.

At least 3 working days’ advanced notice of any Delivered Catering deliveries must be provided to the University Graduate School.

Do not attach any signs, displays or posters to the spaces, except on designated poster stands/boards.

You must not use the University’s name, logo, crest, or the logo of any University departments or centres in any publicity material, without written permission from the University.

Cancellations - if you no longer need to use a room you have booked please cancel as soon as possible to allow someone else to book the room instead.

Booking Form

Facilities & Availability FAQs

What spaces are there in Westmere House that are available to book?

The seminar room, foyer, lounge and garden are all bookable spaces within Westmere House for PGR-focused events. For more information, see Facilities available (birmingham.ac.uk).

How do I check if Westmere House is available?

Please use the Web Timetables page and search for the room in Westmere House that you require under locations: Westmere seminar room, Westmere lounge (social space on Web Timetables), Westmere foyer or Westmere garden.

You can scroll manually down the list of room locations or search ‘Westmere’ in the ‘Location Search String’ search box.

The timetable is not visible during the summer period - if you wish to book Westmere during this period please contact graduateschool@contacts.bham.ac.uk to check availability. There may be a slight delay in updating Web Timetables after a booking is made.

What times are Westmere House open?

Core hours are 09:00-17:00 and the building is open from 06:00-22:00 to Postgraduate Researchers with swipe access. We advise you ask for access for yourself and any other members of university staff by emailing graduateschool@contacts.bham.ac.uk.

Is there parking at Westmere?

Parking is only available to staff with a valid parking permit. For external guests and students, the closest parking is the Northeast car park which is pay and display.

What disabled access is there in Westmere House?

The bookable rooms in Westmere House are all on the ground floor with disabled access to the building via a ramp at the front door. We also have disabled access toilets on the ground floor.

Are there kitchen facilities available in Westmere House?

There is a tap which provides filtered cold water and boiling water in the kitchen. Alternatively, you can order catering from Food Fellows to be delivered to Westmere House.

What furniture is available in the seminar room and lounge, and can I move the furniture?

There are approx. 30 stackable chairs in the seminar room and moveable tables. The lounge has moveable chairs and tables. Please do not move the tables outside of the seminar room or lounge. You must ensure fire exits aren’t blocked and furniture should return items to their original positions after their event.

What technology is available in Westmere House?

The seminar room has a PC and lectern with connection to a screen for presentations. There is no in-house IT support available from University Graduate School staff. If you wish to try out the IT beforehand to familiarise yourself, please contact the University Graduate School team who will be able to arrange a time for you.

IT Support and Catering FAQs

What level of support can I expect from Westmere House staff?

Staff can arrange room bookings and arrange swipe card access if required. Staff cannot provide specialist IT support, let in guests outside of core office hours or clear away catering. As the event booker it is your responsibility to tidy away all catering and be on hand to greet guests.

Who do I contact if I need IT or event support?

If you require specialist IT support for an event, please contact Conferences and Events for more information. There is no in-house IT support available from University Graduate School staff.

If you wish to try out the IT beforehand to familiarise yourself, please contact the University Graduate School team who will be able to arrange a time for you.

Is alcohol or smoking permitted at events?

Alcohol is permitted within Westmere House provided it is not consumed to excess. Smoking is strictly prohibited in all spaces, at all times. 

How is catering booked?

You will need to arrange this via the Food Fellows booking page using your department account. Food Fellows have access to Westmere House. As the event booker it is your responsibility to greet the catering staff when food/drinks are delivered to Westmere and to clear up after the event by putting all rubbish in the black bin bags provided by catering. We recommend booking the foyer if you wish to have catering and have this set up in the foyer space.

External Speakers / Freedom of Speech FAQs

I have an external speaker attending my event. What do I need to do?

Complete the guest speaker request form included in the booking confirmation email and return this to use at least 10 days before your event.

Your booking will be on-hold until we have received the completed guest speaker request form. If we do not receive the form 10 days before your event we will release the date/time to other bookers.

Please see the Guide to Freedom of Speech (birmingham.ac.uk) for a list of contacts for the counter-signatory in each college or professional services area- you will need to contact your department’s counter-signatory to complete the second section of the form.

Booking Responsibilities FAQs

What are my responsibilities as an event organiser?

Please see our terms and conditions for the full responsibilities of the event organiser when making a room booking. Please ensure you are on hand to greet guests and manage any catering deliveries, tidy up rooms and leftover catering after events.

Who do I contact out-of-hours or in an emergency?

Please contact security services on 0121 414 4444.

Do I need to complete a risk assessment and who do I need to send this to?

A risk assessment needs to be completed for all bookings involving children, events where alcohol will be served, large events with more than 50 attendees, and inherently risky activity e.g. sparklers, exercise classes. This must be submitted to graduateschool@contacts.bham.ac.uk at least 10 working days prior to the event. The risk assessment form can be found here.