CSP Union Venues Information

Metric  

Metric is our main multipurpose space in our South Kensington Campus and can be found within the Beit Quad.  

Metric is our biggest and boldest venue. It is fitted with a full bar and easy access to its outdoor seating. 

Whether you are looking to host an after party, an awards ceremony, or a live gig, this venue can be utilized for a diverse range of events.  

During the summer months, Metric and its beer garden is a popular venue to host BBQs and outdoor end of year activities.  

This space has a variety of technical facilities to support your event. You can get in touch with our Events Team to enquire further about what technical facilities we are able to provide.  

Capacity:             

Whole venue standing: 400  

Whole venue seated: 150  

Union Bar 

The Union Bar is another popular venue in Beit Quad within the South Kensington campus. This location is a historic space with a traditional atmosphere and is popularly booked for small socials and intimate events.  

The venue has been left fairly unchanged since the Union's founding in 1957. Its most unique feature is the Union's pewter tankard collection.  

This is a great space for smaller gatherings. Whether you are looking to host a CSP social, a small gig, or just looking to host a social somewhere unique. The Union Bar is your best option.  

Capacity:  

Standing: 60  

Seated: 40  

H-bar 

h-bar, is our Postgraduate venue tucked away in the heart of the main South Kensington campus. This vibrant location is another multipurpose space fitted with a bar and soft seating.  

If you are looking for an intimate space, to host live music events, bar nights or even fun quiz or karaoke nights, h-bar can provide the perfect setting.  

Capacity:   

Seated: 200 

Standing: 300 

Reynolds 

Reynolds Bar is in the Reynolds Building of Imperial College's Charing Cross campus. With new refurbishments, this social bar is the perfect venue to host live gigs, club socials, and celebrations.  

Capacity:   

Standing: 400  

 How does this work with event budgets

• When creating your event budget, you can include the venue hire cost as a "Fixed Expenditure".
• You can include the cost in one of the following ways, depending on whether you are purchasing drinks vouchers ahead of the event.

1. Venue Hire without Drinks Vouchers
   
   You are hiring Union Bar for 5 hours, which means a minimum spend of £300 (£250 for the first 4 hours + £50 for 1 extra hour). You do not purchase drinks vouchers prior to the event.
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2. Venue Hire with Drinks Vouchers
   
   You are hiring Metric for 4 hours and you are expecting 150 people to join the event, which means a minimum spend of £680.
   
   You purchase 100 basic drinks vouchers (£3.75 each) to give out to people joining the event, therefore fulfilling £375 / £680 of your minimum spend.
   
   This leaves a balance of £305 for the remainder of your minimum spend.
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• Venue Minimum Spend should be coded under Ground Hire (710), and Drinks Vouchers should be coded under Hospitality (730).
• As these expenditures will be done as an internal transfer, the VAT rate for venue minimum spend & drinks vouchers is PN - Purchases No VAT (0.00%).

Venue Cost Guide: Additional Services  

Equipment Hire

Event Extras

Drinks Vouchers

• Upon request, drinks vouchers can be issued to the club, society, or project as part of their bar night booking. These can be used by attendees at the event in exchange for a drink.
• The value of individual drinks vouchers is either £3.75 for a basic voucher or £4.90 for a premium voucher. The required number of vouchers will be charged to the allocated CSP prior to the event via eActivities.
• Please note this charge must be accepted before you are given the vouchers. The vouchers are only valid for the day of the event, unless otherwise specified by the ICU Events team. All vouchers are single use and have a date for use.
• If drinks vouchers are requested these will be available for collection from a Duty Bar Manager at the beginning of the event.

CSP Venue Hire Terms & Conditions:

1. Booking Confirmation

a. Venue Hire Period:
All agreed booking times must be adhered to at all times. The event must finish in good
time and the venue be made available for the next booking at or before the end of your
hire period.

b. Use of Space

By using Imperial College Union (ICU) spaces, you agree to conduct, promote and manage
your event in line with up to date legislation in a reputable, lawful and orderly manner
reflecting the integrity and reputation of ICU.

The venue should be left clear, clean and tidy after use, in the state of which it was on
arrival to the venue, with no person(s) leaving any equipment or personal belongings
behind after the event unless agreed otherwise with ICU venue managers. Bin bags,
dustpans and cleaning equipment is available if required to tidy after use.

Should the event run overtime, the venue is left in an inappropriate state that requires
staff to clean, or groups fail to leave the venue at the agreed time, the CSP will be charged
extra for any staffing costs incurred from this.

While using ICU venues, you must comply with all ICU Health & Safety policies and venue
risk assessments. Follow and act upon guidance from ICU staff when required. Emergency
exits, stairwells and emergency exit signs should be left unobstructed and visible at all
time.

c. Use of Equipment
All equipment owned by ICU will be accessible and offered to you for specific hire fees as
agreed to during the planning process.
Specialist technical equipment can only be operated by trained ICU Staff. At no time you
should attempt to use, move or manipulate any equipment, without prior consent of staff.

d. Loss or damage to equipment & venue
No person is to mark, damage or soil the structure or contents of ICU venues or the
fittings, fixtures and equipment owned or hired from ICU and if so shall make good any
such damage as a result of the hire of the Venue.

In case of any damage or theft, you will be financially liable for the whole cost of
replacement or repair to any damaged equipment unless it arises from the actions or
negligence of ICU staff.

2. Cancellation of booking:

a. Written cancellation 15 days or more from event date:
The CSP will be only charged for costs already incurred from preparing the event, such as
the hire or purchase costs of specific equipment ordered in specifically for the event such
as any stock, acts or performers hired for the event, specific marketing collateral or
similar.

Rotas are published every 14 days, thus no staffing would have been scheduled for the
event, therefore there is no staffing costs incurred by ICU.

b. Written cancellation between 14 and 8 days from event date:
The CSP will be only charged for costs already incurred from preparing the event, such as
the hire or purchase costs of specific equipment ordered in specifically for the event such
as any stock, acts or performers hired for the event, specific marketing collateral or
similar, as well as the cost of any Duty Manager shifts scheduled to work the event.

This is usually a permanent member of staff, whose shift(s) could have been allocated
elsewhere within the organisation, thus saving trading services the hourly cost of Student
Duty Managers scheduled in on other areas to allow the support of this event.

c. Written cancelation more than 7 days from event date:
The client will be only charged for costs already incurred from preparing the event, such
as the hire or purchase costs of specific equipment ordered in specifically for the event
such as any stock purchased specifically for the event, acts or performers hired for the
event, specific marketing collateral or similar, the cost of any Duty Manager shifts
scheduled to work the event, as well as 50% of the cost of any Student Staff shifts
scheduled to work.

d. Written cancelation less than 5 days from event date:
The client will be charged the full cost of the event, including all equipment hire,
hospitality packages and staffing costs.

Our student staff depend on events to get paid, and cancelling shift(s) due to the
cancellation of your event will leave them out of pocket, where they have reserved time
out of their busy schedules to work your event. This charge will go directly to the student
staff members scheduled to work, ensuring they are not short changed from your
cancellation.

3. Right of Entry:

ICU and its employees reserve the rights to enter any part of the venue at any time during
the hire period.

ICU reserve the right to check identification of members and guests at any point to ensure
our services are used by appropriate persons.

ICU and its employees reserve the right to refuse entry to any member/staff/guest/group
without any notice and reason as and when deemed required for the safety of the venue,
customers and staff. At no point should a person who exhibits drunken behaviour be
permitted to enter any ICU licensed premise or event.

4. Code of Conduct:

All members of the CSP and their guests within our venues must adhere to the ICU code of
conduct, available to view on our website, as a condition of entry.

ICU reserves the right to investigate any misconduct and may give rise to further
disciplinary action through the member’s disciplinary procedure.

The CSP must not access any back of house or staff only areas, such as the Bar, cellar or
technical area without given specific permissions from ICU venue managers and staff.

5. Drinks Voucher Policy:

Upon request drinks vouchers can be issued to a club, society, or project as part of their
event booking. Vouchers can be used in Metric, 568, Union Bar, h-bar, and Reynolds. there
are two different types of vouchers; Basic Drinks Voucher & Premium Drinks Voucher.

These can be used by attendees at the event in exchange for certain drinks. The full list of
drinks can be found above.

The value of individual drinks vouchers is £3.75 and £4.90. The required number of
vouchers will be charged to the allocated club, society, or project prior to the event via e
activities.

If drinks vouchers are requested these will be available for collection from a Duty Bar
Manager at the beginning of the event.

Terms and Conditions:

• Only drinks vouchers issued by Imperial College Union (ICU) can be used in exchange for drinks at ICU bars.
• Drinks vouchers are to the value of either £3.75 or £4.90.
• 3 is the maximum number of drinks vouchers per person. This is in line with no more than 8 units of alcohol per individual.
• Individual vouchers can only be used to redeem one drink. Multiple vouchers cannot be used to pay for a more expensive drink.
• Drinks vouchers cannot be used as part payment for a more expensive drink.
• Drinks vouchers are not valid for double measures or shots.
• Users are not entitled to receive change from use of a voucher.
• Drinks vouchers are only valid until the end of the event. If a voucher is not used on the day/night of the event, it will expire.
• Drinks vouchers are purchased in full prior to the event. There are no refunds for unused vouchers.
• Drinks vouchers can be used by individuals under the age of 18 years old, however, only to purchase non-alcoholic options.