Book a room for a non-teaching event (web room booking)
University staff can request to book a teaching room on campus for non-teaching events using the web room booking system.
On this page
Teaching and exam bookings
Bookings for teaching and exams should not be requested through web room booking. Contact the Timetabling or Exams Team.
Booking a room for a non-teaching event
Great Hall and Reception room in Wills Memorial
Booking requests for either the Great Hall or Reception room in Wills Memorial up to 14 July 2024: Book using the form
Requests for bookings after 14 July must be emailed to room-bookings@bristol.ac.uk.
All bookings must be made at least a week before the room is required.
All other bookings
All other bookings for non-teaching events should be requested through web room booking.
If you have any problems accessing the Web Room Bookings site, email room-bookings@bristol.ac.uk
- Sign in with your University of Bristol username (without the @bristol.ac.uk) and password. You may need to sign in twice.
- Fill in the expected size. Rooms that are smaller or significantly larger than your required capacity will not appear.
- Not all buildings are on the drop-down list, so this can be left blank.
- Choose a date and time.
- If you are booking for multiple days or weeks, you can Select multiple days/weeks. Choose multiple weeks by holding down Ctrl button on your keyboard.
- If you cannot select a date, check you are in the correct year. Dates outside of the current academic year will appear but are not available to select.
- Click next and select your room.
- You may need to click show more options at the bottom of the page for the room to show in the list.
- If you need a room that allows catering, check the approved list first.
- Fill in your booking information.
- Your request will be sent for review and you will receive an email either confirming, declining or asking for more information about your booking.
Check if a room has AV equipment. There are also support pages with user guides and information on reporting faults.
All event organisers are required to:
- undertake thorough risk assessments for each booking
- follow (where relevant) the External speaker self-assessment procedure.
Bookings for 2024/25
Priority bookings
Some bookings will be allowed in advance of general bookings. These are not managed on a first come first served basis due to the nature of the event.
Once the relevant deadline has closed, the room booking team will contact you if there are clashes as these will need to be resolved by you, as the team does not have the authority to choose one booking over another.
| Booking | Dates to request booking |
|---|---|
| Court and Council | 11 March to 22 March 2024 |
| Degree ceremonies | 11 March to 22 March 2024 |
| Exams office | 11 March to 22 March 2024 |
| Main University open days | 11 March to 22 March 2024 |
| New student registration events | 11 March to 22 March 2024 |
| Venues and events (Conference office) | 8 April to 19 April 2024 |
| Public lectures (PACEO) | 8 April to 19 April 2024 |
| Admissions | 8 April to 19 April 2024 |
| Campaigns and Alumni | 8 April to 19 April 2024 |
| Careers | 8 April to 19 April 2024 |
General bookings
| Booking | Bookings open from |
|---|---|
| Welcome week bookings (via a MS form) | May 2024: Exact date to be confirmed (form will be set to SAMs/FHSAs) |
| Summer 2024 until Welcome week | 22 May 2024 |
| Local Web Room Bookings | 3 June 2024 |
| Outside of term time (after Welcome week) | Early July (exact date to be confirmed) |
|
Outside of teaching hours
|
Early July (exact date to be confirmed) |
| Term time, within teaching hours (Week 1) | 9 September 2024 |
| Term time, within teaching hours (Week 2 onwards) | 16 September 2024 |
View a room timetable
You can view the timetable for a specific room.
When viewing a room timetable, you may need to change the start/end time to see any bookings outside of 9 am to 6 pm.
Manage a room booking
You can see a list of all of your bookings, their status (approved, pending, declined) and cancel a room through the system.
Book a local room
Some staff may be given access to book rooms that are managed locally by their department. These bookings will not be reviewed and will be confirmed immediately.
If you want to book local and centrally managed rooms at the same time, click Include request only when searching for available rooms. If this option doesn’t appear you can still access the central room booking.
Any central rooms booked through the local link are still subject to review.
Contacts
If you have any issues, contact room-bookings@bristol.ac.uk