University of Essex Room Booking
University of Essex Room Booking
Timetabling and room bookings
Allocations to sub groups, classes/tutorials etc are being made centrally in order to produce clash-free timetables for all students where possible.
- Department timetables
- University week structures
- Staff guide to online timetables (.pdf)
- Guidance notes for teaching requirements (.docx)
- Student clubs and societies room booking form
Room booking requests from academic departments
Please email your departmental timetable representative who will forward your request through to Central Timetable Office (CTO) on your behalf. For Southend Campus please contact Student Administration on email@example.com.
Please give details of:
- event date
- start and finish times
- audio visual facilities
- purpose of booking
To rearrange standard room-layout, please contact Estates Services firstname.lastname@example.org and ensure that set-up and set-down times are included in the start and finish times of the bookings.
Departmental timetable representatives
- Biological Sciences, James Norman email@example.com
- Computer Science and Electronic Engineering, Robin Watkins firstname.lastname@example.org
- Economics, Debbie Hall email@example.com
- Essex Business School (Colchester), Jamie Tuxford firstname.lastname@example.org
- Essex Pathways Department, Jayne Summers email@example.com
- Government, Anna Bewick firstname.lastname@example.org
- Health and Human Sciences, Denise Green or Lesley Jaggard email@example.com
- History, Karen Shields firstname.lastname@example.org
- Human Rights Centre, Jamie Tuxford email@example.com
- Interdisciplinary Studies Centre (ISC) administrator firstname.lastname@example.org
- Language and Linguistics, Sam Durling email@example.com
- Law, Liz Harvey firstname.lastname@example.org
- Literature, Film and Theatre Studies (LiFTS), Daniela Wachsening email@example.com
- Mathematics, Claire Watts firstname.lastname@example.org
- Philosophy and Art History, Hannah Whiting email@example.com
- Psychology, Sarah Brewer firstname.lastname@example.org
- Centre for Psychoanalytic Studies administrator email@example.com
- Talent Development Centre, Dilly Meyer firstname.lastname@example.org
- Sociology, Sue Aylott email@example.com
Room booking requests from non-academic departments
Please use our room booking form detailing your requirements as listed on the form. To rearrange standard room-layout, please contact Estates Services firstname.lastname@example.org and ensure that set-up and set-down times are included in the start and finish times of the bookings. The room allocated will be confirmed via email within one working day of receipt of the request.
Room booking charges
Charges are applied to room hire for external and internal clients when a proposed event is deemed to be commercial. Please refer to Event Essex services below for details. The Central Timetable Office will refer your booking to Event Essex if:
- you have external delegates attending your event
- there is a commercial element or charge for those attending
- the booking is for a non-academic event in the Ivor Crewe Lecture Hall
Please note that if the nature of your event changes between receipt of confirmation of your booking and the start of the event itself, (resulting in the event being open to external delegates or being subject to fees of any kind), it’s the responsibility of the organisers to inform the CTO team immediately.
For general enquiries relating to room bookings, please contact Central Timetable Office. Please note we are not able to accept telephone bookings.
If there is a problem with a teaching room on campus please email email@example.com
Event Essex room booking and charges
Charges are applied to room hire for external and internal clients when a proposed event is deemed to be commercial. The following guidelines and conditions of booking are designed to assist staff in deciding whether an event will be deemed commercial or part of normal University business.
Services and tariffs
The Event Essex team can help you to organise:
- meeting rooms (lecture theatres and classrooms)
- accommodation on campus or at local hotels
- catering for your event
- parking permits and maps
- AV equipment and technical assistance
- signage for your event
- off-site day trips, coach transfers and catering functions which are part of your event
They also offer advice on such issues as licensing, fire precautions, safety and access. If required, they provide assistance on the day from one of their experienced team. There is a two-tier pricing structure for internal events based on your requirements. If you are providing your delegates with lunch and refreshments throughout the day, then the delegate rates will apply. If you are not providing a full day package, only some refreshments, then the conference services charge will apply. Once Event Essex have full details of your event, they will provide you with a personal quote explaining which tariff applies to your event.
Event Essex charges room hire to all external organisations when organising a commercial event. An event is deemed as commercial that is not directly linked to the academic activities of the University, ie booking for an external club, society or professional organisation by a member of the University, or where delegates are asked to pay to attend.
Internal clients will, however, benefit from a discounted rate (50%) with the same standard of service as external clients. Where it is considered that there are tangible benefits (such as increased admissions), to the University in staging an event, which outweigh the hire charges, then consideration may be given to the waiving of these charges. Requests for waiving charges will be considered in the first instance by Lisa Vincent.
Any booking, whether term time or vacation, which contains a commercial element (however small) must be booked via Event Essex, not the Central Timetable Office. These conditions apply to all University rooms, including departmental rooms and private offices, and protect the individual in the event of an accident or emergency.
Making a booking
Contact Event Essex to check room availability and to ensure that the booking will not conflict with any other University business at that time. If a suitable room is available, a booking form must be completed. You will be asked to specify:
- name of group/department/organisation that is organising the event
- nature of the event
- if event is open to the public and/or external students
- any external speakers
- if attendees are being asked to pay
- if children are attending the event (there are special rules relating to children in University buildings)
- catering requirements
- audio visual facility requirements
- if any VIPs are attending
If the booking is considered commercial, Event Essex will assist with the planning, signposting and, if necessary, staff presence at the event. Advice will also be given on such issues as licensing, fire precautions, safety, access and car parking.