Meeting room bookings for students
Students who are part of a registered Students’ Union society can book a room with the support of the Societies Guild, using the clubs and societies room booking form.
Students who wish to book a room for group study or other academic activity should liaise with their department. A member of staff would act as sponsor and make a booking on their behalf.
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.
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 firstname.lastname@example.org with their booking ID and requirements.
Booking special equipment
Once a room booking has been confirmed, staff can book the portable Video Link machine and other specialist audio-visual equipment through AVS Connect2.
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.
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.
Any booking, whether term time or vacation, which contains a commercial element (however small) must be booked via Event Essex not the Central Timetable Office. 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 are able to assist with organising meeting rooms, catering, parking permits, signage, AV equipment and technical assistance, and more. For full details please see their dedicated pages.