Guidelines for Booking a Room at UCL
These guidelines are intended to be helpful if you need to book a centrally
bookable room. Some careful planning may be required prior to a
lecture in any UCL centrally bookable room if you intend to use AV or IT
Booking a Room
The design of the room which you book for your lecture or meeting and the
equipment which you may use, are critical for the success of your event.
Some careful planning is therefore recommended to ensure that you know what
is available at UCL and that the room and equipment, which are booked for
you, match your requirements as closely as possible.
Step 1 - Identify all your requirements
Before contacting Room Bookings, it is important that you identify your
requirements carefully. The following check-list below will ensure that
you have considered all factors.
The next section will explain how to check what is available
in each room.
||What size of room do you need? Is the shape of the room important?
Will you need to rearrange tables and chairs? If so, please make sure you do not book
a room with fixed seating.
Do you want people to sit in rows or in a circle?
Do you want participants to sit round a large table?
||Will you need to project slides or a video and therefore need efficient black out?
Will you need a white board or a black board?
Please remember to bring chalk or white board NON PERMANENT pens with you.
Overhead projector (OHP) and screen
Do you need an overhead projector & screen to project transparencies?
Slide projector and screen
Do you need dual projection to show slides side by side?
This requirement should be discussed with staff in the AV Centre (ext
46677 or email@example.com). Please note that
not all rooms are suitable.
Please ensure that your slides are in modern glass mounts. The AV
Centre can advise if you are not sure that your slides are suitable for
TV and video player
What format do you need for the video?
If you require the use of IT and especially access
to the UCL network and the Internet, you are strongly advised to discuss
your requirements with the AV Centre prior to your lecture (ext 46677
Laptop and data projector
Do you need to connect your laptop to a data projector?
Will both the software and your files be installed on the hard disk
of your laptop?
Do you need your laptop to access the Internet?
Computer and data projector
Managed PCs are installed in a number of lecture theatres and they all
have floppy, CD and Zip drives.
If you currently use the UCL staff WTS (Window Terminal Service),
you can login using the same UserID and password. If not, please contact
the AV Centre.
If you need refreshments of any kind to be provided at the beginning or in
the middle of your lecture, it is essential to enquire about available
options and to confirm the booking sufficiently in advance.
Room Bookings can advise (ext 41819 or firstname.lastname@example.org).
Step 2 - Check Availability
You are advised to log on to the Room Bookings web pages to see the availability
of rooms on specific dates and to check what equipment is permanently available
in such rooms.
You can do this directly on the appropriate room bookings page.
You will have be able to choose one of the links to
Teaching Rooms or
The information available on these pages will be as follows:
- the availability of each room for the next three months (click
on Diary on the right-hand side)
- the list of equipment, which is available in the room (click
on Info on
the right-hand side)
- the images of each room (click on Photo on the right-hand
Step 3 - Book room/equipment/catering
Please provide UCL
Room Bookings with all the details of your requirements for hardware
and software as well as audio-visual equipment. This is critical
to ensure that you are allocated a room with the right equipment
for your event. You may be asked to speak directly with staff responsible
for technical services to ensure IT compatibility.
If you do book your room via a departmental secretary or administrator,
it is important that you are precise in your requirements for AV
or IT equipment. You are advised to check that your needs have been
understood and communicated fully to Room Bookings.
Confirmation of bookings will be sent by either email or hard copy. Please check
this confirmation for inaccuracies or omissions.
Book a time prior to the lecture if you are unfamiliar with the room to
check the room and the equipment.
If assistance from a member of the Audiovisual Centre is required for
the beginning of your lecture or for a prior session, please book
this directly with the AV (ext 46677 or email@example.com).
The Room and Conference Bookings Office is open from 8am to 7pm,
Monday - Friday.
Requests to book rooms may be made by telephone 020 7679 1819 (ext 41819)
or by emailing firstname.lastname@example.org.
When booking a room by email, please remember to include:
- the date(s) of your booking
- start time and end time
- number of participants
- preferred room/type
- and for teaching events, the module/course code.
Problems during an event
If you experience difficulties in a centrally bookable room,
you should call the telephone numbers which are displayed in all
such rooms. All centrally bookable rooms are equipped with a telephone
for outgoing calls only.
Difficulties with equipment (AV or IT)
Please call the AV Centre on ext 46677 for immediate action.
AV colleagues are on site from 9am to 5pm Monday to Friday.
Any other difficulties (cleaning, broken furniture, heating,
ventilation, lighting, etc)
Please call Room Bookings on ext 41819 as staff will be able
to assess which part of the UCL Estates
is concerned and liaise with the appropriate unit.
Room Bookings staff are on site from 8am to 7pm Monday to
After you have used the room
Please send your requests/suggestions/complaints by email
Room Bookings staff will then contact the appropriate unit depending
on the nature of the communication. You will be sent feedback by
email within two working days of your message being received to
acknowledge receipt and to inform you of the action taken or to explain
the reason for possible delays.
If you do not receive such feedback or are not satisfied with the
response, please contact:
Follow-up after your event
Room Bookings Manager
Tel: 020 7679 1819 (ext 41819)
If your original message concerned AV or IT
AV Centre Manager
Tel: 020 7679 6676 (ext 46676)
Head of Media Services
Tel: 020 7679 4906 (ext 24906)
Guidelines for Booking a Room at UCL
Further Information for External Clients
Code of Practice on Freedom of Speech
Academic Calendar 2012-2013 (PDF)
Academic Calendar 2013-2014 (PDF)
Events & Exhibitions
Vacation Residential Accommodation
UCLGuest Wireless Access
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