Students who are part of a registered Students' Union society can book a room with the support of the Student Societies Department, 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 can act as sponsor and make a booking on their behalf.

A list of bookable spaces, including capacities, and room availability can be found here.

• 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 event organiser is responsible for ensuring the appropriate risk assessments have been carried out. 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.

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.

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.

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 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.

Further information