Room Booking FAQs

If you are a University of Nottingham Staff Member you can check availability and book a room through the Web Room Booking System via the following link:

Web Room Booking System

(You will need to log in using your username and password)

Instructions for using the Web Room Booking System can be found here: Web Room Booking System Instructions

Your request will be submitted to the Room Booking Services and as soon as this is scheduled onto the system, you will receive a confirmation email. If there are any problems with your booking we will contact you directly.  Confirmation of your booking will normally be sent to you within 24 hours. 

If you have made the booking via the Web Room Booking System you will need to log onto the system as usual and select ‘My Bookings' (which can be found at the bottom of the page). This will show you a list of all your current bookings and provide the option to cancel.

Alternatively if the booking was confirmed via any other method (e.g. email) then please send us an email outlining the cancellation details (including the date, time, room and booking description) to 

RoomBooking@nottingham.edu.my 

If you wish to make a change to your booking please send an email to explain what you would like to change (including the original date, time, room, booking description) to 

RoomBooking@nottingham.edu.my

When key University events are taking place (e.g. teaching/exams/open days) room availability is significantly reduced. If you can't find any available rooms try relaxing the constraints of your search or look at alternative dates or times.

We always try to allocate the room you requested or a room within your preferred area/building. However, in some cases this is not possible so we will try to provide an alternative room. If the room you have been allocated is not suitable please let us know and we can let you know if there are any other options.

Booking requests for recognized student societies must go through the Student Association. Please visit the Student Services Office, 1st floor Block H Building.

We request that all bookings are made using the Web Room Booking System.

 

If your request is urgent or short notice, please contact us on x3475 to speak to a member of the Room Booking team, however we will also ask you to send an email as we require an audit trail for bookings made. 

Answer

Building	Term Time Opening Hours	Non Term Time Opening Hours
Trent	Monday-Sunday 24 hours (Access to the rooms is via the security office in the Trent Building.)	Monday-Friday 08:00-18:00
KLTC	Monday – Friday 08:30-22:30 Saturday -Sunday 9:00-18:00	Monday-Friday 08:30-18:00
All other buildings	Monday-Friday 08:00-18:00	Monday-Friday 08:00-18:00

If you wish to use centrally bookable rooms outside these hours you will need to contact Security services and Estate to ensure that arrangements for access and securing of facilities are made.

The Web Room Booking System is usually opened up for users to submit requests for the next academic year in August. Please note that any requests for the next academic year are not guaranteed or confirmed and may not be scheduled until after the final teaching timetable is confirmed in the Autumn semester.  

Please contact us at RoomBooking@nottingham.edu.my

 so that we can check if there is an issue with the system.

If the issue relates to your username and password or access rights you will need to contact the IT Service Desk. 

For issues regarding the room booking process contact RoomBooking@nottingham.edu.my 

For Audio Visual issues please contact IT Service Desk.

For room maintenance/layout issues please contact the Estate Office or submit a support request via MaintainX Portal

If there are two events that appear to be taking place in the same room, the easiest way to rectify the issue and verify the rightful occupants is to view the room timetable via the web, available by clicking on the link below:

Room Timetables

If this is not available, please contact Timetable Services on ext; 8057 or 8118 or email  RoomBooking@nottingham.edu.my to ascertain who is supposed to be in the room and to ensure that both parties are allocated into appropriate locations. 

The system that is used does not allow for double bookings instances to occur. Therefore it is likely there has been some misunderstanding during the booking process.

Please contact us immediately so that we can investigate what has happened:

Email: RoomBooking@nottingham.edu.my

Phone: ext; 8118 or 8057 (internal)

It is likely that the person who made the booking has simply forgotten to cancel it. Unfortunately we have no control over this -bookings will still appear on the system unless we are informed otherwise.

Please check you have logged into the Web Room Booking System for the correct year - if you have a bookmark to the system please be aware that the link changes every year.