Book a room

This is the complete list of tasks related to room bookings. If you're unsure of how to book a room to meet your specific need, you can find out here.

Before you start

You’ll need:  

  • a UCL internet connection (on the premises, or remotely via Desktop@UCL Anywhere)

Please read the following booking rules about booking a room at UCL:

  • Remember to cancel any bookings you no longer need. 
  • Only book rooms for the appropriate length of time and number of attendees you need. 
  • Unoccupied rooms still need to be booked.
  • The room bookings team may ask you to be flexible with your booking if there’s an important UCL event.
  • A digital projector screen is provided as standard in UCL's centrally bookable rooms. If you require additional IT support or equipment at your event, please discuss your requirements with UCL's AV Centre in advance by calling UCL ext 46677 or emailing av-support@ucl.ac.uk. The Event Support team will not be able to help you with IT issues. 
  • You can only book rooms for the current academic year. Room availability for the next academic year opens at the end of August.
  • Portering requests for centrally bookable rooms can be made via our Portering Request Form.

Choose a task from the list below.

1. Book a centrally bookable room through CMISGo
2. Book a social space or room that is not on CMISGo
3. Book a meeting room through Outlook (OWA)
4. Book an external speaker

All visiting speakers at meetings organised by students must come at the invitation of a club or society recognised by UCLU or the council and committees of UCLU. This is so we can access the risks involved. 

5. Book teaching space
6. Book an IOE PC lab

Please choose this task if you need to book an IOE PC lab. Please be aware that all attendees must have an UCL ID card to enter the IOE building or a list must be printed and given to the IOE security officers at the entrance of the building. 

7. Cancel a room booking

Choose this task if you need to cancel a room booking.

8. Request Cleaning and Portering outside normal working hours

Please request a quote from the Cleaning team for events over 100 people or events held on Friday evenings as these events may require an additional cleaning provision to ensure waste is not left over the weekend. Cleaning for all events outside of normal working hours will incur additional charges POA. This includes evenings, weekends, bank holidays, and closure periods. Please contact Sodexo directly to discuss your requirements.

If your event requires a change of layout or additional equipment that can only be accommodated on weekends or evenings outside of the normal working hours an additional charge will be incurred for this service. Please contact the Portering team via the Estates Service Helpdesk to request this quote. 

9. Book poster boards (for an event)

Please contact the Room Bookings team with your portering request to arrange the allocation and set up of poster boards for your event. Please be aware that your posterboard order may be reduced in high demand or exceptional circumstances. Due to a very limited number of posterboards being available there is a strict max limit of 10 posterboards per event. 

10. Book catering for an event or meeting
11. Request security for an event