Room Booking
Often for events you will need to book a room or space on campus to hold your events. It's important that you do this in good time, to ensure that the room is available and suitable for your needs. Be sure to check that the room capacity and facilities suit the needs of your event.
Most spaces on campus are managed by the Room Bookings team, however there are some department and college spaces that have different booking processes. Below in some guidance on how to make your room booking for you event.
Room Bookings - Planon
You book most University spaces through Planon, the University’s room booking system. This system is managed by the University, rather than YUSU, so any issues you have with it should be directed to the Room Bookings team.
Before making your room booking, you can review the room facilities just here.
Please note
To book a room for a College event you must enter your College Committee name in the relevant place on the form (eg Goodricke GSAC). If you don’t, the room will be booked under your name, and you could be held responsible for any damage which incurs (even if you’re not in the room at the time).
College Spaces
You can easily arrange booking of spaces in your College through your College Administrator. You can contact them by emailing *yourcollege*@york.ac.uk (eg alcuin@york.ac.uk).
Details of resources and further College contacts can be found here.
Teaching or Meeting Rooms
Centrally-bookable teaching/meeting rooms
Submit your request through Planon, allowing at least 2 working days’ notice. It’s best to book your rooms as early as possible, especially if they’re during teaching hours.
Departmental rooms
If you want to book a departmental room and you can’t find it through Planon, contact the departmental office directly to book.
Campus Venues/Bars
York SU runs the Lounge, Courtyard, Alcuin Kitchen, D-Bar, Vanbrugh Arms, and Glasshouse. These spaces can suit a wide range of College events, and our Bars and Events teams are experts in supporting you with this.
Contact our Events Team, at events@yorksu.org to book or contact the relevant bar manager to discuss your event further.
Central Hall
You can request to book Central Hall through Planon, but note that there is no receptionist based in Central Hall. If you make a booking there you must contact Reception Services to discuss your booking requirements and to find out whether receptionist charges will be payable. If you don't arrange this, Central Hall will not be unlocked for your booking. The Timetabling and Room Bookings Office cannot arrange this on your behalf.
How to use Planon?
Here’s a step-by-step guide to the University’s room bookings system, Planon. If you encounter any issues with Planon please contact the Room Bookings team.
Log in to Planon
Select Make a new booking
Enter your contact details, including the title of your booking (e.g. ‘Club D’) and the approximate number of people who will be present
Type your College Committee's name into the box or select it from the list by clicking the small button to the right of the box.
If your booking is likely to be noisier than a normal meeting (e.g. if it will involve music) provide some details
Once all that’s filled in, click Continue
Enter the date and time for the start and end of your booking
If you know the specific building or room you wish to book then you can enter the code under ‘property preference’; if you’re not sure, leave this box blank.
Under ‘Facilities’ you can request that rooms suggested to you have any or all of the following:
1. Is bookable during vacation time
2. Contains a hearing loop
3. Contains a PC & data projector
4. Has wheelchair access
Click Search. A list of available rooms will be displayed.
Note: If a room you were expecting to see does not appear, it may already be booked at the times you have selected. If you tick ‘Show unavailable reservation units’, it will show all rooms which fit your criteria, including those already booked.
Select the room you would like the book and click Continue
Check through all the booking details. If you’re happy, click OK to submit your request.
Your booking will be sent to the Timetabling and Room Bookings Office who will confirm it by email within two working days. Occasionally a booking may be rejected or altered, so do not assume your request has been successful until you have received confirmation. When you get confirmation, double-check the room number; sometimes they are changed.
Please note: You may see a ‘booking warning’ attached your request. This usually indicates that you’ve asked to book a room either outside standard portering hours or at a time when the room is not available to book (e.g. during the holidays). The Room Bookings Office will contact you about your request. This doesn’t necessarily mean that your booking cannot go ahead.
Room Use Policy
All societies must sign that they have read and agreed to the Room Bookings Terms and Conditions. You must follow this policy. If you are found to be in breach of it, you will be given a strike. If you receive three strikes in a term, you will no longer be able to book rooms for your student group. This includes things such as not putting furniture back as it is supposed to be before leaving your room.
