Student Services
   
   
  

Room Booking FAQs

If your question is not answered below you may wish to visit the following webpages for further information:

Estates Helpdesk

  • Room layout requests
  • Building Porter Information
  • Room maintenance issues/requests
  • Building Access Plans

Teaching Support

  • Audio visual issues
  • Lecture capture information and booking
  • Video Conference booking and support
  • Portable AV requests
 

Nottingham Hospitality

  • Catering queries/requests

Timetabling FAQs

  • Teaching timetable queries
 

 

How do I book a room?

University of Nottingham staff

You can check availability and book a room through the Web Room Booking System. Please see the Web Room Booking System instructions for help with using the system.

If you have any issues logging on to the system please email us so that we can check if there is an issue affecting all users. If the issue relates to your username and password or access rights you will need to contact the IT Service Desk.

For advice regarding booking a room please contact us on x18180 (internal only) however please note we do not accept booking requests over the telephone as we require an audit trail for bookings made.

 

Nottingham University Hospital staff (NUH)

Nottingham University Hospital staff can submit room booking requests through the NUH Web Room Booking request form.

Once the form has been submitted we will check availability for you and contact you with confirmation of what has been booked.

 

Students

Booking requests for recognised societies must go through the Students' Union. Please visit the Student Union office, B Floor Portland Building or phone 68748 (internal).

For any other purposes students are not able to book rooms. You may need to ask a member of staff to book a room on your behalf or you can hire a room through the Nottingham Conferences team.

 

External Organisations

Please contact the Conference Office on 0115 87 60900 or go to the Nottingham Conferences website for more information.
 
 
How do I modify or cancel a booking?

If you wish to modify a booking please email us and explain what you would like to change (including the original date, time, room, booking description). 

If you wish to cancel a booking made via the Web Room Booking System you will need to log onto the system as usual and select ‘My Bookings'. This will show you a list of all your current bookings and provide the option to cancel.

Alternatively if the booking not made by the Web Room Booking system please email us outlining the cancellation details (including the date, time, room and booking description).

 
Why can't I find an available room?
When key University events are taking place (e.g. teaching/exams/open days) room availability is significantly reduced. If you can't find any available rooms try relaxing the constraints of your search or look at alternative dates or times.
 
Why haven't I been allocated the room I requested?
We always try to allocate the room you requested or a room within your preferred area/building. However, in some cases this is not possible so we will try to provide an alternative room. If the room you have been allocated is not suitable please let us know and we can let you know if there are any other options.
 
How do I view the Audio Visual facilities that a room contains?

University of Nottingham Staff can check the facilities a room has on the Web Room Booking System.

Type in your username and password. The booking screen will appear. On the left hand side in the location section select 'click here to view facilities for the rooms that match your selected criteria'. 

You can then select the relevant room (where it is underlined) to open a new window detailing the location information including equipment, photograph, layout etc.

 
What are the core opening hours for each building?

Building

Term Time Opening Hours

Non Term Time Opening Hours

Trent

Monday-Sunday 24 hours (Access to the rooms is via the security office in the Trent Building.)

Monday-Friday 08:00-18:00

Portland

Monday – Saturday 08:00-21:30

Sunday 14:00-18:00

Monday-Friday 08:00-18:00

All other buildings

Monday-Friday 08:00-18:00

Monday-Friday 08:00-18:00

 

If you wish to use centrally bookable rooms outside these hours, you will need to contact the Estates Office Helpdesk as a charge will be applicable and out of hours porter and cleaner cover will be required.

 
When can I book a room for the next academic year?
The Web Room Booking System is usually opened up for users to submit requests for the next academic year in May. Please note that any requests for the next academic year are not guaranteed or confirmed and may not be scheduled until after the teaching timetable is released in August. 
 
How do I contact the building porter?

A list of porter extension numbers can be found below. If your building is not listed please contact the Estates Office Helpdesk who will be able to advise.

Building

Extension number

University Park

Arts Centre

13645

Life Sciences

13084

Chemistry

13083

Sir Clive Granger

13081

Coates

13085

Hugh Stewart Hall

14637 (hall manager)

Law & Social Sciences

13080

Maths

13082

Pharmacy

13084

Physics

07917585429

Pope

13085

Portland

14625

Psychology

13084

Tower

13089

Trent

13012

Jubilee Campus

Dearing

66053

Exchange

66053

Kings Meadow Campus

Reception/Security

68333

Sutton Bonington Campus

All buildings

16351

Other

Derby Medical School

01332 724600

QMC

30049

Clinical Sciences

31836

 

 
What do I do if someone is in the room I have booked?

If there are two events that appear to be taking place in the same room, the easiest way to rectify the issue and verify the rightful occupants is to view the room timetable via the web, available by clicking on the link below:

View Timetables

If this is not available, please contact Timetable Services on 18180 or email roombookings@nottingham.ac.uk to ascertain who is supposed to be in the room and to ensure that both parties are allocated into appropriate locations.

 
The Web Room Booking System does not show the dates that I wish to book a room on - why?
Please check you have logged into the Web Room Booking System for the correct year - if you have a bookmark to the system please be aware that the link changes every year.
 
How can I view the timetable of a room?

Room timetables can be accessed from the following webpage:

View Timetables

 

 

 

Student Services

Portland Building, University of Nottingham
University Park
Nottingham, NG7 2RD

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