Book a room for a non-teaching event (web room booking)

Staff booking a room for a non-teaching event

Building opening hours

If your booking includes times outside of core teaching hours, the room you want may not be available. If this is the case, please book a room in a building that is available at that time.

Staff can view bookable hours for each building: Bookable Hours

If you need a specific room out of the normal bookable hours, use the Out of hours form (staff only) to submit a request. Requests through this form must give a good reason why you cannot use an available room. There will be a cost associated with bookings outside of normal bookable hours. More information is available on the form.

Great Hall and Reception Room in Wills Memorial (staff only)

Before submitting a booking request, please check if the space you require is available, and then follow these instructions:

1. change the building on the dropdown menu
2. select the room(s) you're interested in - you can select multiple
3. select a week commencing date
4. select Monday - Sunday
5. select ALL DAY
6. select GRID
7. click on 'view bookings'

Once you have found a suitable time-slot for your event, please complete this form: Great Hall & Reception Room Booking Form 

All bookings must be made at least a week before the room is required.

All other bookings

All other bookings for non-teaching events for staff should be requested through web room booking:

Book a room up to 13 July 2025

Book a room from 14 July to 14 September 2025

If you have any problems accessing the Web Room Bookings site, email room-bookings@bristol.ac.uk.

1. Sign in with your University of Bristol username (without the @bristol.ac.uk) and password. You may need to sign in twice. 
2. Fill in the expected size. Rooms that are smaller or significantly larger than your required capacity will not appear. 
   • Not all buildings are on the drop-down list, so this can be left blank. 
3. Choose a date and time.
   • If you are booking for multiple days or weeks, you can Select multiple days/weeks. Choose multiple weeks by holding down Ctrl button on your keyboard. 
   • If you cannot select a date, check you are in the correct year. Dates outside of the current academic year will appear but are not available to select.
4. Select next and select your room.
   • You may need to select show more options at the bottom of the page for the room to show in the list. 
   • If you need a room that allows catering, check the approved list first.
5. Fill in your booking information. 
6. Your request will be sent for review and you will receive an email either confirming, declining or asking for more information about your booking.

Check if a room has AV equipment. There are also support pages with user guides and information on reporting faults.

All event organisers are required to:

• undertake thorough risk assessments for each booking
• follow (where relevant) the External speaker self-assessment procedure.

Bookings for 2024/25

Priority bookings

Priority bookings have now closed.

The room booking team will contact you if there are clashes as these will need to be resolved by you, as the team does not have the authority to choose one booking over another.

General bookings

General bookings

Booking	Bookings open from
Welcome week bookings (via a MS form)	12 May 2025 to 6 June 2025 (form will be set to SAMs/FHSAs)
Summer 2024 until Welcome week	27 May 2025
Local Web Room Bookings	16 May 2025
Outside of term time (after Welcome week)	18 July 2025
Outside of teaching hours Wednesday after 1 pm Monday, Tuesday, Thursday, Friday after 6 pm Weekends	18 July 2025
Term time, within teaching hours (Week 1)	15 September 2025
Term time, within teaching hours (Week 2 onwards)	22 September 2025

View a room timetable

You can view the timetable for a specific room.

When viewing a room timetable, you may need to change the start/end time to see any bookings outside of 9 am to 6 pm.

Manage a room booking

You can see a list of all of your bookings, their status (approved, pending, declined) and cancel a room through the system.

Book a local room

Some staff may be given access to book rooms that are managed locally by their department. These bookings will not be reviewed and will be confirmed immediately.

If you want to book local and centrally managed rooms at the same time, click Include request only when searching for available rooms. If this option doesn’t appear you can still access the central room booking.

Any central rooms booked through the local link are still subject to review.