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Room Booking - Frequently Asked Questions

How do I make an ad-hoc room booking?

How do I view and cancel my bookings online?

External Speaker Form

Where can I view a timetable for the room?

Where can I find details of centrally timetabled rooms? 

Can I access an overview of the facilities in the rooms?

Why hasn't my booking been confirmed yet?

Why has my booking been moved?

I requested a room on central campus - why have I been allocated Westwood?

Which rooms have been designated as "performance-suitable"?

I've been allocated a room and I don't know where it is - help!

Which rooms are available to use in the vacation period?

There are no rooms free that suit my needs - what are my options?

What information do I need to include as part of my booking request?

Will this information be visible to others?

What if I need some help with the AV equipment in the room?

Do you charge a fee for booking rooms?

Are there any terms and conditions for booking rooms?

Can I bring food and drink into the room?

There's been a double booking. What should I do?

I have a query about booking one of my department's local rooms.

What week are we in?

There's a problem with the room. Who should I contact?

The system is down - what should I do?

I have a question about module registration.

Which rooms are suitable for overnight bookings

 

  • How do I make an ad-hoc room booking?

To make an ad-hoc room booking request, head to the Web Room Bookings portal. Guidance on how to use the room bookings system can be found here.

  • How do I view and cancel my bookings online?

On the Web Room Bookings Portal, select "my bookings" at the bottom. Here you can view your active bookings and cancel them if necessary. If you wish to cancel one part of a multiple booking, contact room.bookings@warwick.ac.uk.

  • What should I do if I am booking a room for an event with an external speaker?

If you have speaker(s) or invited guests coming to your event that are not currently studying or working at Warwick University, the external speaker form needs to be completed and emailed to room.bookings@warwick.ac.uk. Please also indicate that there will be an external speaker on the booking form. The form can be found here

  • Where can I view a timetable for the room?

To access timetables for individual rooms (and more), head to the Timetable Reports page.

  • Which rooms do you control?

A list of centrally-timetabled rooms can be found here.

  • Can I access an overview of the facilities in the rooms?

For an alternative view of the facilities in our rooms you can view this page, controlled by IT Services. On this helpful site you can search for rooms by location, capacity and facilities. This will show you a description of the facilities along with a picture of what the room looks like.

  • Why hasn't my booking been confirmed yet?

Booking requests made outside of office hours will be processed when we return, in order of receipt. We also ask that you give one clear working day's notice for ad-hoc requests. Your request may also be pending more information from you before it can be confirmed, in which case you should have received an email from us. If you have a query regarding your booking contact room.bookings@warwick.ac.uk or in urgent cases call

02476 524424 or 02476 151203.

  • Why has my booking been moved?

We allocate rooms on a first come, first served basis with no bias towards teaching events or others. The system shows rooms that are yet to be allocated but they may already have several requests on them. This is particularly the case on evenings and weekends, so it is best to make your requests during normal working hours. We always try to relocate your booking to a room similar to your request where possible.

Alternatively, we may have moved your booking because the room you requested is not suitable for your use. Examples include small groups in large rooms, and performance-related bookings in inappropriate rooms (see more below). If you require a specific room for a particular reason then include this information in the "other information" box on the booking form.

  • I requested a room on central campus – why have I been allocated Westwood?

See above. We try to relocate you on the same campus if at all possible, but if there are no suitable alternatives we may have to move your booking further afield.

  • Which rooms have been designated as “performance-suitable”?

The majority of our rooms have been deemed unsuitable for performance-related bookings. This may be due to location, layout or for other reasons. You can instruct the online system to show only performance rooms by selecting the "Performance Room" suitability on the first page of the booking form. The rooms are:

B2.01, B2.02, B2.03, B2.04/5 (Science Concourse)

GLT3 (Gibbet Hill)

LIB1, LIB2

Westwood Avon Drama Hall, Westwood Dance Studio, W.MUSIC1, W.MUSIC2 and W.MUSIC3 (Westwood Music rooms)

If you request an unsuitable room for a performance booking you will be relocated. Please ensure that you return furniture to a normal teaching layout when you finish.

Please do not hide your purpose and hold performance rehearsals in unsuitable rooms. We will find out and your society's booking privileges may be restricted or removed altogether.

  • I’ve been allocated a room and I don’t know where it is – help!

The easiest way to find a room is by using the university's interactive campus map. We also have specific guides for finding rooms F.25A, A0.28 and A1.28.

  • Which rooms are available to use in the vacation period?

Outside of term time, many of the rooms we usually look after become the responsibility of Warwick Conferences. A list of rooms we control during vacations can be found here.

  • There are no rooms free that suit my needs – what are my options?

If it turns out that none of our rooms are free or suitable for what you need, all is not lost. We have a list of alternative venues that may provide you with a solution.

  • What information do I need to include as part of my booking request?

We ask that you include some details of your intended use of the room so that we can be sure that we find you the most appropriate space. We also require the name of your society/group if applicable. If you do not include any information, or if this is too vague, we will be in touch asking for more. Bear in mind that during this time the room you have requested may still be booked by somebody else so it's in your best interests to be as clear as you can from the beginning.

  • Will this information be visible to others?

Anything included in the "Meaningful Reference" box will show up on the timetable reports. If you don't want the information you communicate to us to be displayed publicly then ensure it is contained within the "Other information" box.

  • What if I need some help with the AV equipment in the room?

For AV (audio visual, i.e. electronic equipment) enquiries, contact audio.visual@warwick.ac.uk or visit http://www2.warwick.ac.uk/services/its/servicessupport/av.

  • Do you charge a fee for booking rooms?

No, any room booked through Central Timetabling will incur no cost. We will only charge a fee if you have caused damage to a room that requires maintenance.

  • Are there any terms and conditions for booking rooms?

Our terms and conditions can be found here. Failure to adhere to these may result in the restriction or removal of you and your society's booking privileges in future.

  • Can I bring food and drink into the room?

As per the above terms and conditions, it is not permitted to bring food and drink into centrally-timetabled rooms.

  • There’s been a double booking. What should I do?

It is impossible for a room to be booked twice - the system doesn't allow this to happen. In most cases, one of the parties has not checked their confirmation email closely enough. Requesting a room is no guarantee of booking. Please check your confirmation email thoroughly and bring it with you to every room you have booked. In cases where two people think they have booked the same room, you can check the room timetables online or if during office hours, email room.bookings@warwick.ac.uk or call 02476 524424 or 02476 151203 and we will try to clarify the situation.

  • I have a query about booking one of my department’s local rooms.

For local room booking questions, view this page.

  • What week are we in?

We operate on the academic week system. If you are unsure as to how this relates to term weeks, see this page.

  • There’s a problem with the room. Who should I contact?

Your first point of contact for room problems should be room.bookings@warwick.ac.uk. If there is a problem with electronic equipment, please also inform AV services (audio.visual@warwick.ac.uk). If the room is locked when you arrive, contact security on (024765) 22083 or find the relevant porter. See here for more details.

  • The system is down – what should I do?

If you cannot access either the Web Room Bookings or Timetable Reports system please email to let us know, including a description of the problem you are encountering. We will then try to restore the system to functionality while dealing with your room booking enquiry if applicable.

  • I have a question about module registration.

Module registration isn't handled by the central timetabling team. See here for more information.