Frequently Asked Booking Questions
Who can book into meeting rooms at the Hub?
We welcome university, enterprise, students, staff, site partners, and public visitors. For university related bookings there is no charge. External rates vary depending on room size, from £30 to £90 per hour, plus VAT.
Can I book into Rooms for study?
We have open, communal workspaces on the first and second floor of the West Hub, which are allocated on a first come, first served basis and are appropriate for all types of work from study, to informal meetings. We ask that rooms are used primarily for meetings requiring AV, or meetings of a sensitive nature, and centrally allocated supervisions.
How do I book your meeting rooms?
The 2nd floor meeting and boardrooms can be requested through iVvy, using this link.
Once your request has been submitted the Events team will view and confirm the booking if the room is available. If you prefer you can call us directly on 01223 762728, 07756 292602 or come to see the team on the first floor information desk at the West Hub.
How do I book your larger spaces, the East, West and South Room?
For the larger multi space rooms, East West and South Rooms please submit your event information on our booking platform iVvy, using this link.
Our events team will be in touch to further discuss your requirements and availability.
What can you book into the pods?
On the second floor we have 3 meeting pods, 2 single person closed pods, and 1 closed quad pod, each with a screen. Pods can be booked via iVvy using this link, or from the information desk on the first floor. As the pods are very popular we allow a maximum of 2 hours per booking to ensure fair availability across our audience base. Repeat and block bookings are not accepted.
There are also smaller pods without screens, which are allocated on first come, first serve basis.
Please do not leave any belongings in the pods.
Can I host Zoom or teams calls?
The meeting rooms and pods are ideal for online meetings, equipped with HDMI cables for connecting your laptop to the screens.
What do I do when I arrive for my booking?
Please come to the information desk on the first floor, where a member of the team will open the room for you.
How far in advance do I need to book?
Availability can vary throughout the year. For larger events on the first floor we recommend bookings are made months in advance. The meeting and boardrooms on the second floor should be made weeks in advance. Pods can typically be booked 24 hours ahead.
We ask that you carefully consider the spaces you need for your event or meeting as the West Hub's spaces are open to a wide audience, considered booking will allow us to provide space for others.
Please be aware that the West Hub has cancellation charges for the larger spaces on the first floor if the event is cancelled within 14 working days of the event taking place.
Can I make a walk in booking on the day?
If we have availability we will book you a meeting room at the information desk, this might have a timeframe attached to be able to reset the meeting room for other bookings. We will still ask for general study and work to take place in the main workspaces to ensure efficient use of space.
Can I use the Media Lab?
The Media Lab is available for all to use, subject to booking. For current University of Cambridge members, the room is free up to 1 & ½ hour use, time after that is charged at £40.00+VAT per hour.
Please give us a call on 01223 762728, 07756 292602 or request the space via Ivvy using this link.
No food or drink is permitted in the Media Lab and equipment must remain in the room, in its designated place. The Lab has been designed by out AV expert who is on hand to assist.
Is photography/filming allowed?
Due to the public nature of the West Hub, filming and photography is not permitted in open spaces. We have robust parameters for photography and filming at the West Hub, if you have a photography or filming request please call the team on 01223 762728, 07756 292602 or come to the information desk on level 1 to talk with the team.
Can I bring my own food into meeting rooms?
UCS is the sole catering provider for all meetings and events at the West Hub. No self-serve or alternative food and beverages are permitted within the meeting and event rooms. If you do not want to place an order with UCS, the Grab & Go coffee bar situated in the canteen or the W Cafe Bar provides takeaway options which can be taken to the rooms.
Do you have a room for prayer?
We do not have a dedicated space for prayer within the building, there is a multifaith centre on site under the Broers building which you can register to use.
Can I bring my child or Children to the West Hub?
Yes, the building is open to all. On the first floor there is a kid’s corner, provided by the Technology Library. All under 18’s must be accompanied by an adult as per the University's Safeguarding guidelines.
Can I bring my dog?
Dogs are not permitted in to the West Hub unless they are support dogs as indicated by an official collar.
Where can I park?
The West Hub is a sustainable building, therefore we do not have parking available. Cycling and the use of public transport is strongly encouraged. For those that need to drive, Madingley Road Park & Ride is the closest public parking, and 10/15 minute walk away. For those with mobility needs, there are 2 accessible parking spaces on JJ Thomson Avenue.
Is drinking water available?
There are 3 water fountains in the building that are free to use. Please bring a drinks bottle or cup.