The Multifaith Chaplaincy is available for bookings for Chaplaincy-related activities and student faith society events.
Please note that booking requests for events that are open to multiple faith communities or the wider Chaplaincy community will be prioritised over requests for events that are limited to a single faith group or society.
As a general rule, one-off events that are open to the wider Multifaith Chaplaincy community will normally only be accepted where they are faith related.
Please read these Terms and Conditions carefully. Failure to comply with them may result in your booking being cancelled, an event being stopped, or future booking requests being refused. The booking form can be found below.
Terms and Conditions
- Only booking requests made by University of Birmingham Chaplains, student faith society, or University staff hosting faith-related activities will be accepted.
- A minimum of one weeks notice is required for all bookings.
- All events must comply with University policies and procedures, including those relating to health and safety, safeguarding, equality, diversity and inclusion, freedom of speech, and the Code of Practice on Meetings and Events.
- If you are organising an event that requires a risk assessment, involves an external speaker, or includes the screening of a film or video clip, you must submit your booking request at least 25 working days in advance to allow sufficient time for the required approvals and paperwork.
- 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, candles.
A copy of your event's risk assessment must be submitted to chaplaincy@contacts.bham.ac.uk at least 10 working days prior to the event.
- If you are organising an event where you are serving food, you must submit your a Catering Request Form and gain approval before your event. Please submit the form to chaplaincy@contacts.bham.ac.uk at least 10 working days in advance to allow sufficient time for the required paperwork to be completed.
- If you intend to invite external attendees, this must be declared at the point of booking. Otherwise, bookings are expected to be attended exclusively by current University of Birmingham students and staff, except for any declared external speakers.
- It is a University requirement that any organiser of an event involving a guest speaker and or a film or video clip completes a external speaker request form. These forms must be submitted to chaplaincy@contacts.bham.ac.uk at least 10 working days before the proposed event. Further guidance is available via Freedom of speech at the University of Birmingham - University of Birmingham.
- You must keep a record of attendees that can be referred to in the event of a fire.
- Some chaplaincy rooms have moveable furniture, which can be adapted to suit the needs of your meeting or event. If furniture is moved, you must ensure that no fire exits are blocked and are returned to the same position before finishing your event.
- Furniture in shared or circulation spaces must not be moved, to ensure safe access through the building and because of the weight of the furniture.
- It is the responsibility of the person booking the room to ensure that the space is left clean and tidy after the event. All rubbish, including leftover catering items, must be bagged, tied securely, and left by the designated bins. Please ensure you bring suitable waste bags with you.
- The University reserves the right to recover costs arising from a booking, including where:
- If there is damage to the space or equipment
- If additional cleaning is required
- If the nature of the event requires Security cover
- Smoking is strictly prohibited in all Chaplaincy spaces at all times.
- You are expected to be considerate of other users of the building, particularly with regard to noise and behaviour.
- Any deliveries must be scheduled for the day of your event, and you must make arrangements for suppliers or couriers to be met. The Multifaith Chaplaincy cannot accept or store deliveries on your behalf.
- Do not attach signs, displays, or posters to walls or surfaces, except on designated poster stands or boards.
- You must not use the University’s name, logo, crest, or the branding of any University departments or centres in publicity materials without written permission.
- Organisers must follow any reasonable instructions given by Chaplaincy staff, Security Services, or other authorised University staff before or during the event.
- The University accepts no responsibility for the loss of or damage to personal property brought into the Multifaith Chaplaincy.
- If you no longer require a booked space, please cancel as soon as possible to allow others to use the space.
Right to Refuse or Cancel Bookings
The Multifaith Chaplaincy reserves the right to refuse, cancel, amend, or withdraw approval for any booking where this is necessary to ensure compliance with University policies, health and safety requirements, safeguarding obligations, operational needs, or these Terms and Conditions.
Failure to comply with these Terms and Conditions may result in an event being stopped, the booking being cancelled, the organiser being charged for any resulting costs, and/or future booking requests being refused