Meeting Rooms
Before You Book
Meeting rooms are available for staff use in Argent Court, Senate House (excluding the Council Chamber), Swallow House, and University House Annex.
Meeting rooms should be booked through Outlook before use, as unoccupied rooms may already be reserved.
Meetings of formal University Committees take priority over all other booking requests.
Please review the Room EtiquetteLink opens in a new window guidance before booking or using a meeting room.
Find and Book a Room
View the List of Meeting RoomsLink opens in a new window for room details, capacity, resource account information and any room-specific notes.
Check availability
- Use the Scheduling Assistant in Outlook; or
- Add the room resource account as a shared calendar to view availability in the same way as a colleague's calendar.
Make a booking
- Add the room resource account email address to your meeting invitation; or
- Add the room resource to the Location field of your meeting invitation.
Once submitted, the booking request will be processed through Outlook.
Please note:
- Recurring meetings are not currently supported.
- If a room does not appear in Outlook Room Finder, enter the room name directly in the Scheduling Assistant to locate the room resource.
- Room bookings should only be made for confirmed meetings and cancelled promptly if they are no longer required.
Report Booking Issues
Meeting room bookings are managed through Outlook. If you experience any issues with the booking system, please raise a ServiceNow request with IDGLink opens in a new window.
Arrange Additional Requirements
Audio-Visual (AV) Equipment
Additional AV equipment should be arranged through AV Services (extension 22463).
Refreshments
Refreshments should be arranged through Warwick Food and Drink.
When ordering refreshments, ensure sufficient time is available between meetings for room setup and clearing.
Cancel or Amend a Booking
If a room booking is no longer required, cancel it in Outlook by:
- Deleting the meeting occurrence; or
- Removing the room resource from the meeting invitation.
Refreshment Orders
If refreshments have been ordered, these must also be cancelled with Warwick Food and Drink (Ext. 23789).
Failure to cancel refreshments may result in catering costs being charged to the department responsible for the meeting.
Committee Timetabled Meetings
To cancel or amend a committee timetabled meeting, contact the Governance Team at committeetimetable@warwick.ac.uk to ensure the Committee Timetable is updated.
Alternative Room Options
Centrally Timetabled Rooms
The Central Timetabling TeamLink opens in a new window manages approximately 140 centrally timetabled rooms across campus.
Ad hoc room bookings can be made using the Web Room BookerLink opens in a new window.
Warwick Conferences
Alternatively, staff can book meeting rooms through Warwick ConferencesLink opens in a new window using a departmental cost code.
Eligible staff can also take advantage of reduced staff room ratesLink opens in a new window.