Room Bookings

HSB Room Bookings 2025

1. Please read the guidelines and fill out the HSB Room Booking Form 2025.

2. Email the signed and completed form to the UQ Medicine - Royal Brisbane Clinical Unit directly, with one form submitted per event, AT LEAST 2 weeks before your event. Be sure to check the maximum capacity of the rooms on the booking form to ensure the space is large enough to hold your event.

NOTE: Be aware that UQMS is not the only party who books this building and the HSB has 9 floors worth of people and organisations. Because of this, other bookings, such as teaching, take priority. It is a privilege to be able to use this space free of charge outside of the academic timetable. Please ensure that the spaces are respected and left exactly as they were found, otherwise, we risk losing their use. 

Herston & St Lucia (Centrally Controlled) 

These room bookings are sent to UQ by the UQMS admin officer (or Secretary, President) on behalf of UQMS.

To request an indoor room booking:

• • Email the details of your booking to the admin officer at least 2 weeks before your event. 

  • Details of your booking should include the event name, date, time, (estimated) number of attendees, preferred room and/or its alternative option.

  • Be sure to check the maximum capacity of the rooms before booking to ensure the space is large enough to hold your event. You can do this by emailing the UQ Central Room Bookings or calling (07) 3346 0775. You can also view here Link.

TIPS: 

• Provide as much notice as possible;

• Class scheduling takes precedence so it may be difficult to get a lecture theatre on a weekday between 8 am and 8 pm;

• Be Realistic! Don't ask for a 300 lecture theatre for a 30 person event. 

• You cannot eat in the rooms however let the admin officer know so they can advise/book an adjacent foyer or deck space.

To request an outdoor/large event booking:

• Please email your request at least 6-8 weeks before your event.

• Complete the PF700 form and email it to the admin officer. They will likely ask for PF712, so please also attach this form to minimize delays. If your event includes alcohol, please also attach PF100. (Forms can be found below.)

FORMS: 

• PF700 – Event Form link

• PF712 – Risk Assessment link

• PF100 – Alcohol form link

Other Bookable spaces at UQ

You can see other bookable spaces here.

• Global Change Institute: It can be booked by UQ Staff only so unfortunately it is out of reach for our UQMS admin.

• Red Room by UQU: It can be an option for indoor catering events that don't require a private space, as booking the whole venue privately can be very costly. The stage area that has a projector and microphone can be booked without a minimum spend on food.
  View their website Link.

St Lucia Clinical Unit

1. Email the admin officer with the purpose, date, time, and number of people attending the event.

2. You will need to provide your student number to gain access to the building outside of ‘regular’ hours (before 8 am and after 5 pm).

TIPS: 

• • If you only need to check availability, you can do this by contacting the Medical School. Please check Clinical Units for more details.

TRI / PA / Other Clinical Sites 

UQMS historically has not had booking privileges at any other locations. While some bookings may still be possible here, it is best that we try to stay within our allocated spaces where possible. 

External Venues

For a list of previously used venues and vendors, please see the UQMS Vendor Database.