General Room Booking Information
What type of bookings are there?
- Block Booked Semester Bookings
- One-off Teaching Bookings
- Amendments to Existing Teaching Bookings
- Non-teaching Bookings (Internal Meetings)
- Examinations
- Student Society Bookings
- One-off Conferences/Marketing Events
- External Bookings
How can these bookings be made and what is the time scale for completion?
Bookings can be made by email to roombookings@londonmet.ac.uk
Bookings will not be accepted via the telephone.
Block Booked Semester Bookings
These bookings should be sent to the Room Bookings team within the time scale indicated in the modular timetable document. The time scale will indicate when the information should be produced by the Faculties and when the Room Bookings team will return it. The Room Bookings will send out a reminder to the relevant Faculty representatives.
Bookings will only be accepted from the nominated Faculty Representative - this is to ensure that there is a member of staff within each Faculty who is fully informed and up to date with the Faculty Timetable and all amendments made to it.
A Booking enquiry requests the following information:
|
Module Code |
A booking will not be accepted without a valid module code, as provided by the Academic Registry. |
|
|
Lecturer |
Where possible, please provide this as it helps us if we need to check specific information, however if this information is not available at the time of booking the module convenor should be used. |
|
|
Class Size |
A booking will not be accepted without this information. |
|
|
Preferred Building |
When you have received your lecture bookings, please indicate the building preferred for the seminar groups if they are immediately after a lecture. We will aim to accommodate you in the building indicated, but we cannot guarantee this and it is important that this is stressed to the lecturers. |
|
|
Weeks |
Ensure the week numbers set be Academic Registry are used. Click here to view academic term dates. |
|
|
Preferred Room |
This should only be used if there is an established academic reason for the class to take place in a specific room, for example if specific equipment is required. NB. Indicating a preferred room does not guarantee allocation of that room. |
|
|
Day/Times |
The booking will not be accepted without both of these items. In all cases the twenty-four hour clock should be used. |
|
|
Booking Ref |
When the booking has been entered on the system, a reference number is automatically generated. This number will be shown on the printouts you are sent and must be used when making any amendments. |
|
Equipment Whiteboards & OHP's are standard in every teaching room. If there is a need for specific additional equipment please ensure it is indicated.
Fast-tracking requests
All Academic departments are advised to request one-off bookings, both for academic events and meeting, through their nominated representatives.
The fastest and most efficient way to make one-off bookings is to encourage the nominated representatives (CMIS users) to create the respective new events in the CMIS database, by filling-in all the compulsory fields in the 'Event window', including brief information pertaining to the planned event (basically - the title and contact person) in the 'Details 'section. Preferred rooms can be entered under 'Requested Rooms'.
IMPORTANT: CMIS enables any authorised Departmental CMIS user to look up all available rooms at all Sites. Hence, prior to addressing a request to Room Bookings, the Departmental CMIS users can look up all available rooms and chose a room of his/her preference).
Then the nominated representative notifies the newly created event ID to the Room Bookings Team.
The above described practice of booking rooms for one-off events is highly efficient and allows all parties to cut down the expended time and effort to an absolute minimum. This, in turn, allows the Room Bookings team more time to concentrate on timetabling issues.
One-off Teaching Bookings
If an additional session is required due to sickness or the nature of the module, this should be requested by post, fax or via email to roombookings@londonmet.ac.uk
At the start of a semester these bookings may take between 5-7 working days to be dealt with as the Room Bookings team will be mainly dealing with alterations to the semester bookings. After the first 4 weeks of a semester, these requests should take between 2-3 working days.
Amendments to Existing Teaching Bookings
If an amendment is required to an existing booking, this request must be made via email to roombookings@londonmet.ac.uk. The request will not be processed if the booking reference is not included. These changes tend to occur within the first 4 weeks of a semester so they will be dealt with as soon as possible, but it is difficult to give a definite time scale as it is dependent on the quantity of changes we receive. The more accurate your initial bookings are, the faster we are able to process an amendment. If amendments can be accommodated without causing any knock on effects to other groups, these will be dealt with in the normal way. Any amendments with knock on effects will need to be approved by the affected colleagues and this can take time.
Non-teaching Bookings (Internal Meetings)
These bookings are generally made by the Professional Service Areas (PSA's) as each Faculty has a dedicated meeting room. We do handle the overspill when the need arises.
The request should be made via email to roombookings@londonmet.ac.uk two weeks prior to meeting where possible particularly in the case of multiple bookings.
Single bookings will be actioned within 2-3 working days, multiple bookings will take between 5-7 working days (excluding the first 4 weeks of a semester).
During the first 4 weeks of a semester, teaching bookings will take priority so there will be some delay in processing non-teaching requests. It would be helpful if this difficulty could be recognised and in order for a prompt response staff in the first instance provide the Room Bookings Team with the relevant details ie. number of participants, title of meeting, if external participants are attending. This enables us to consider any Health & Safety issues arising and the suitability of the room.
Examinations
If you require an examination to be held outside of the University's Examination Timetable it has to take place in Stapleton House, Southside. This space has 100 examination desks/chairs permanently set up - it is available for use on odd Wednesdays for the whole semester.
Alternatively examinations can be arranged in other pooled rooms, using the existing furniture provided there is enough time for the Porters to layout the furniture before the examination and to return it to the standard teaching layout after the examination.
The member of staff requesting the exam will need to contact the Helpdesk ask@londonmet.ac.uk to book a job for the porterage team.
Students Society Bookings
These booking should come from existing Student Societies currently on the list of Societies provided by Student Services. All requests must be submitted on the forms provided, they must be received by the Room Bookings team two weeks prior to the event, and approved by Student Services. Unfortunately booking requests made at short notice cannot be met.
Bookings that have external speakers need written approval from the Secretary's Office before the request is processed.
Wherever possible requests should be for Wednesday afternoons or evenings, as it is difficult to accommodate requests during peak teaching times.
NB. Under no circumstances should Student representatives approach Room Bookings directly. NO FOOD, DRINK OR ALCOHOL is permitted in teaching rooms.
Corporate Events
Mostly, these are high-profile meetings organized by the University or with its participation. These events involve invited participants and speakers. The Organisers are required to liaise with Timetabling Support, who will be able to provide information on room size, location and facilities e.g access to media equipment. Timetabling support contact details: roombookings@londonmet.ac.uk or 0207 133 3995 (ext 3995).
One-off Conferences/Marketing Events
If you wish to hold a conference or high profile event during term time, that would require scheduled classes to be cancelled or moved, approval must be given by the Vice Chancellor or Deputy VC. The Room Bookings Team will refer all such events to the Vice Chancellor or Deputy VC on receipt, and will inform the requestor of such.
External Bookings
These are bookings where organisations from outside the University have requested our rooms for an event - this could be for a meeting, conference, exhibition or short course. Timetabling Suport runs a "one-stop-shop" for all such events either in pooled or locally managed space. These events are co-ordinated with the minimum amount of disruption to the day to day running of the University and the income generated is reinvested into the quality of the pooled teaching space. If you need to clarify the status of a booking please email conference@londonmet.ac.uk giving as much detail as possible.
The External bookings team can be contacted on 020 7133 4704/3717 visit the External Bookings webpage.
Rooms for Meetings
If a meeting room is not available, a teaching room will be booked if there is one available, but customers need to be warned that it is a teaching room and the furniture and layout may not be ideal.
If the customer wishes to change the room layout to accommodate a meeting they need to book the porter (x2551) to set the room up as they want, and to return the room to standard teaching layout after the meeting.Their room booking will need to allow time for the porters to have sufficient access before and after the actual meeting.
Printing Room Timetables
On Friday afternoons room timetables are sent via hard copy and email to Building Managers and receptions, these will be displayed on the doors of each teaching room.
Catering
This has been designated to meeting rooms and event rooms only. In the event that there are extra costs incurred - the booker will need to pay for any additional cleaning costs and should be made aware of this at the time of the booking.
NO FOOD, DRINK OR ALCOHOL is permitted in teaching rooms, however as it is not always possible to book a meeting room, at the discretion of the booker or the authority of Linda Theobalds or the building manager, catering may be permitted in a teaching room if there is no teaching immediately afterwards.
 |
