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Guide to Booking

Room Availability

There are a number of meeting rooms available for use in University House, Senate House, and Argent Court; however, in an open plan office environment, there is high demand. It is therefore important that you book meeting rooms via Outlook rather than using a room which appears free, otherwise you risk being ejected from a room by staff who have made a booking.

You can check room availability in Outlook using the Scheduling Assistant to see if a room is available. Another option is to add the relevant room resource account to your calendar as a shared calendar. This will allow you to check availability in that room, as if you were checking a person's calendar.

The meetings of formal University Committees take priority over all other booking requests made for these rooms.

Booking a Room

A list of meeting rooms is available. Click on each meeting room name to find further details on facilities and equipment. Requests for room bookings should be made using the Outlook resource accounts, which are given on the list of meeting rooms.

To book a room, add/invite the relevant room Outlook resource account email address to your meeting invitation or add the relevant room Outlook resource to the Location field of your meeting invitation. The appointment will be accepted if the slot is free. Recurring meetings cannot be booked.

NB: Some rooms aren't yet visible in the room finder field of Outlook. This is being resolved, but in the meantime, you will be able to find these rooms by typing the room name into the resource field of the scheduling assistant. 

Room bookings should only be made for confirmed meetings and meeting room bookings must be cancelled where meetings are subsequently no longer going ahead.

It is the responsibility of the person booking the room to make bookings for any additional audio-visual equipment directly through AV ServicesLink opens in a new window (extension 22463).

If you are booking refreshments for the meeting, ensure there is adequate time for the Warwick Food and DrinkLink opens in a new window team to clean and set up between meetings.

Cancellations and Amendments

Should your requirements change, please cancel your own booking within Outlook by deleting the occurrence or by deleting the room Outlook resource from your meeting invitation. Please also remember to cancel any refreshments from Warwick Food and Drink (extension 23789) where an order has been placed. Failure to notify of cancellation will result in the charging of catering costs to the department responsible for the meeting.

If you wish to cancel or change a committee timetabled meeting, please contact the Governance Team by sending an email to:, so that the Committee Timetable can be updated.

Alternative Rooms

The Central Timetabling TeamLink opens in a new window are responsible for booking the 140 Centrally Timetabled rooms around campus. Ad hoc room bookings can be made using the Web Room BookerLink opens in a new window.

Alternatively, staff can book a room with Warwick ConferencesLink opens in a new windowLink opens in a new window using a cost code. Reduced staff room ratesLink opens in a new windowLink opens in a new window are available.