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.

Choose a task from the list below.

1. Book a centrally bookable room through CMISGo

Either:

Follow the instructions in the Book a centrally bookable room task
or
Log into CMISGo if you already know how to book a room. (You'll need a UCL internet connection to log in)

2. Book a social space or room that is not on CMISGo

If you need to book any of the rooms listed below, please contact room bookings on roombookings@ucl.ac.uk.

Wilkins Building (Main Building):

Main Quad - North Side (outside space in front of Wilkins Building)
Upper Terrace
Japanese Garden
Whistler Room
Provost's Dining Room

Please note that the Whistler and Provost Dining Rooms will only be unlocked if security are informed of the booking. https://www.ucl.ac.uk/estates/our-services/security-ucl

3. Book a meeting room through Outlook (OWA)

Follow the instructions in the Book a meeting room through Outlook (OWA) task.

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.

View 'book an external speaker'

5. Book teaching space

CMISgo bookings will not appear on students' timetables. To book teaching space for a modular accredited teaching course, you’ll need to contact your departmental timetabler.

Book teaching space (for a modular accredited teaching course)

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.

Book an IOE PC lab

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

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.

Please raise a service request.

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.

Posterboard dimensions are 2 meters x 1 meter, double sided. They can be used landscape or portrait, singly or joined (please specify in your booking request). No pins or fixings are provided.

View the 'book a poster board' task for more details.

Associated links

You may also find 'request a porter' task useful.

10. Book catering for an event or meeting

Please be aware that the Catering team has specific accessibility requirements for accommodating requests in certain spaces. We kindly advise you to directly liaise with the Catering team to ensure they can accommodate your request accordingly.

Book catering for an event or meeting

11. Request security for an event

Request security for an event

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> Book a room through CMISGo

List of centrally bookable space

News Alert:

PLEASE NOTE : If you experience any technical problems or error messages on CMISGo when booking rooms please contact cmis-tech-support@ucl.ac.uk who will be able to assist.

There will be a Stretch Tent on the Wilkins Terrace and this will be in place from Monday 20th May 2024 until Friday 5th July 2024. This should not affect your event or use of the space, instead provide shelter if we experience inclement weather over the spring/summer period. If you have any queries please contact Hannah Slater (Campus Experience and Infrastructure) or Danni Hitchins (Students’ Union).

For any bookings in the North West Wing and Lewis Building please ask any attendees not to chain their bikes to the railings outside the building to ensure the access route is kept clear.