Book a teaching room for a meeting

Bookable spaces

Below are lists of teaching rooms and other centrally managed spaces that can be booked using the online room booking form. 

Room capacities 2024-25

• Colchester Campus capacities (.pdf)
• Southend Campus capacities (.pdf)

Room availability

Please use the room availability checker to see when a specific room is available or if there are available rooms on the date and time of your event.  This is for guidance only; we cannot guarantee that the room will be available when you make a booking.

Check availability for a specific room

• Colchester - check availability for a specific room
• Southend - check availability for a specific room

1. Go to ‘Parameters’ panel on right of screen
2. Set start and end dates (either range or specific date if required)
3. Select room to view availability
4. Select time range to search (working hours only or 24 hours)
5. Click ‘Apply’ button at bottom of panel

Search for an average room by date and capacity

• Colchester - search for an average room by date and capacity
• Southend - search for an average room by date and capacity

1. Go to ‘Parameters’ panel on right of screen
2. Set start and end dates (either range or specific date if required)
3. Enter required capacity
4. Select time range to search (working hours only or 24 hours)
5. Click ‘Apply’ at bottom of panel

Foyer bookings

The Timetabling and Room Booking Team is responsible for the management of the EBS, Ivor Crewe Lecture Hall and Lecture Theatre Building foyer spaces. For further information regarding the management of these spaces, please see the Room bookings policy 

Amend or cancel a meeting room booking

To amend or cancel an existing booking, the named booking contact should either reply to their booking confirmation or email rooms@essex.ac.uk with their booking ID and requirements.

Find a room on campus

To locate a room on the Colchester or Southend campus, use the Find Your Way campus map, the University’s interactive map service. The site includes a function that will generate directions between locations, including routes that avoid steps.

• Further information about access and disability information and supportaccess and disability information and supportaccess and disability information and support

Reporting a fault with a room

To report a fault with a room such as damaged furniture, please contact the Estate and Facilities HelpdeskEstate and Facilities HelpdeskEstate and Facilities Helpdesk.

To report a fault with the technology in a room such as the lectern not working, please contact the IT HelpdeskIT HelpdeskIT Helpdesk.

Responsible room usage

In accordance with the Room Booking and Usage Policy (.docx), the Timetabling and Room Booking Team reserves the right to restrict or refuse future bookings for anyone in breach of the following room usage rules:

• A room must only be used for the purpose for which it has been booked.
• Rooms must be left clean, tidy, and free of rubbish.
• A room must be vacated 10 minutes before the end of your booking.
• If furniture is moved during your booking, you must ensure the room is returned to the standard layout, as displayed in the room, before you leave.
• If you require the room to be set up in a different layout to that displayed in the room, please contact the Estate and Facilities Helpdesk and ensure your booking allows for setup and set down time.
• Do not attempt to open or close partitioning walls. This must be arranged prior to your booking by contacting the Estate and Facilities Helpdesk .
• Do not attempt to move the PC lecterns or any other IT equipment. This must be arranged prior to your booking by contacting the IT Helpdesk .
• The number of attendees must not exceed the stated capacity of the room.
• The event organiser is responsible for ensuring the appropriate risk assessments have been carried out.
• No rooms may be locked at any time during the period of a booking.
• Noise levels must be kept to a must always be kept to a minimum, especially during teaching hours.
• No food or drink, including alcohol, may be consumed in rooms, except for bottled water and functions serviced by Hospitality Services or Wivenhoe House Hotel.
• Ignition sources, flammable materials and obstructions are not permitted in foyers, corridors or staircases without express consent. 

Risk assessments

If you are the event organiser you are responsible for ensuring that appropriate health and safety precautions are in place. Please familiarise yourself with the University’s event safety webpage. If have any queries or concerns about completing a risk assessment, please contact  safety@essex.ac.uk.

External speakers

It’s important that you notify the University if you are planning to invite an external speaker to a University event.

Please refer to Inviting an external speaker on to campus for more information and guidance.

Teaching room technology

For guidance on equipment available in teaching rooms, how to get set up, and to find answers/solutions to frequently asked questions/problems please refer to the teaching room technology video guides available on Moodle  teaching room technology video guides.

Zoom Rooms have video conferencing equipment to enable online meetings and teaching to take place. For further information about rooms with Zoom and for tips on how to use Zoom most effectively, please see the Zoom webpage.

Room bookings policy

The policy ensures that the process for the booking and use of University teaching space for activities outside the teaching timetable supports the University’s mission relating to excellence in education and excellence in research.

• Room bookings policy (.pdf)

Commercial events

Charges are applied to room hire for external and internal clients when a proposed event is deemed to be commercial. An event is deemed to be commercial when it is not directly linked to the academic activities of the University. These may include requests from members of the University for bookings for external clubs and societies, professional organisations, or events where delegates are asked to pay to attend.

Members of the University may benefit from discounted rates with the same standard of service as external clients, and where it is considered that there are tangible benefits (such as increased admissions) to the University in staging an event then consideration may be given to the waiving of these charges altogether.

Booking conditions

Any booking, whether term time or vacation, which contains a commercial element (however small) must be booked via Event EssexEvent EssexEvent Essex not the Timetabling and Room Booking Team. These conditions apply to all University rooms, including departmental rooms and private offices, and protect the individual in the event of an accident or emergency.

The Event Essex team can assist with organising meeting rooms, catering, parking permits, signage, AV equipment and technical assistance, and more. For full details please see their dedicated pages.