Willow Room

To make a booking, please download and complete the Booking Request Form using the button on this page and email the completed form to info@southmead.org. 

The form is essential, as it provides us with all the details we need about your booking requirements. It also contains important information about our terms of hire, so please read it carefully before submitting. If you work for a large organisation, please remember to tell us which department is making the booking and include a purchase order number, so we can process and confirm your booking smoothly. 

Once we have received your form, we will check availability and get back to you to confirm your booking or, if necessary, suggest alternative dates and times. 

Your booking is confirmed once you receive a confirmation email from us stating that your booking has been added to our system. 

If you have not received a confirmation email, your booking may not yet be confirmed. In this case, or if you are unsure, please feel free to contact us to check. 

You can reach us by: 

Email: info@southmead.org 

Telephone: 0117 950 3335 

We are always happy to help clarify the status of your booking. 

Our Finance Team will issue an invoice at the end of each month for any conferences, meetings, training sessions, therapy, or play sessions that took place during the previous month. 

Invoices can be paid online or via BACS, and advance payment is not required. 

Please note that cancellation charges may apply if notice is not given in accordance with the terms of hire outlined on the booking form. Any applicable cancellation fees will be included on your invoice. 

Yes, our rooms are accessible, and we have lifts in place to support visitors using wheelchairs or mobility scooters. 

In the Greenrooms building, a wheelchair and mobility scooter lift is available to help visitors overcome the five steps between the main entrance and the hire rooms. 

In the Greenway building, there is: 

• A passenger lift providing access to the first floor, and 

• A wheelchair and mobility scooter lift to assist with the five steps leading to the Trym, Meadow, Bronze, Quarry and Bowness rooms. 

If you have any specific accessibility requirements or would like to discuss your visit in advance, please feel free to contact us and we will be happy to help. 

Full details of our terms of hire, including our cancellation policy, can be found in the booking form. 

Cancellation fees may apply depending on how much notice is given. The applicable charges are outlined below: 

(a) If 21 clear days’ advance notice is given, 0% of the hire fee is payable;  

(b) If 20 to 8 clear days’ notice is given, 25% of the hire fee is payable;  

(c) If 7 to 3 clear days’ notice is given, 75% of the hire fee is payable;  

(d) If 2 clear days’ notice or less is given, 100% of the hire fee is payable. 

Yes, food is allowed, but the options depend on the type of room you have booked. 

For meeting, training, and therapy rooms, you are welcome to bring snacks and finger food. For meetings and training sessions, you may also wish to book a buffet provided by our catering partners, Café des Amis. 

For parties, you are free to bring any food of your choice. 

In all cases, we kindly ask that: 

• Any leftover food is taken home at the end of your event. 

• For parties, any waste that does not fit into the bins provided is also taken away by the hirer. 

Thank you for helping us keep the space clean and welcoming for everyone. 

Yes, we offer several convenient travel and parking options. 

We have a free outdoor car park, including six designated disabled bays. In addition, free street parking is available nearby in Southmead. 

For those travelling by bike, we provide bike racks as well as a secure, lockable bike shed. 

If you prefer public transport, bus routes 76 and 2 stop just a few yards from Greenway and The Ranch.