Make A Booking

• If you are not a part of a CoSTAR funded programme but would like to use our facility for R&D please fill out our Expression of Interested Form. 

•  As we're a grant-funded research facility, all external bookings from companies outside our own programmes need to be approved before move onto the next steps, since they have to meet certain criteria.

• To fill out a request please fill out the 'booking request form'. Once you have filled out your request the Futures Studio Team will be notified and will review your request as soon as possible. 

• When you submit your booking request your booking will have a booking ID number. Please remember this number as you may be asked to use this number in following forms.

Booking Status Guide

• Pending - Your booking has been received but has not yet been reviewed, or is awaiting a decision.

• Prelim Approved - Your booking has been reviewed, and you currently hold priority for studio access. A team member will be in touch to request additional information (via emails and arranging meetings).

• Declined - Your booking has been declined due to one or more of the following reasons: 

  • Insufficient information. 

  • Clashes with another booking.

  • Doesn't meet grant or educational requirements.  

  • Failure to produce adequate key documentation such as Risk Assessment and schedules. 

  • No staff available to manage or oversee and provide technical assistance. 

• Cancelled - You have told us that you no longer need the booking. 

• MA Approved - Your booking has been approved by the Media Arts team.

• CoSTAR Approved - Your booking has final approval, and your booking can go ahead. 

Your booking has been reviewed, and you currently hold priority for studio access. There are a couple of actions that need to happen to move the booking along to the next stage. 

• Our team will be in touch to arrange a pre-production online meeting with you and your team. You must fill out the 'pre-production form' prior to our meeting. 

• Please review all the health & safety documents. This includes the studio’s generic risk assessment and code of conduct. Templates are also available to download on this page, to help complete the other steps below.

• You must write your own risk assessment specific to your activity in the studio. Unless the generic risk assessment covers your activity in the space. Please allow send one week in advance so we have time to review and allows time for edits (if needed).

• Once we have all your documents we can change your status to CoSTAR Approved.

• Some production will require you provide a 'Call Sheet & Crew List' which you can upload here.

• If there are additional documents e.g. stage plans, technical documents or schematic etc. that you want to send to us please upload them on the 'Upload your documents' form.

• For any project files such as images/videos or Unreal Engine projects that you wish to send us prior to your visit, you can send us links to download them via our email (Futurestudio@rhul.ac.uk).

• Before you arrive at the studio please ensure you and your team have register using the 'Visitor Sign In' form. For those who are driving to the studio you will also need to add your car details so we can register your parking.

• The Futures Studio does not guarantee long-term data retention. Users are responsible for bring in their own storage devices to store project files and create backups. 

• The team will aim to delete project files and footage after 14 days working days after the production. Unless other agreements are made.  

• We may be in touch to get your feedback to help improve our studio.