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Room Bookings

The Academic Registry room-booking procedure operates during the academic year for ad-hoc/once off room bookings only.  Internal staff and external bodies can make a request for ad-hoc/once off room bookings from the central scheduling pool of rooms (e.g. classrooms, lecture theatres).  

A reminder to all those who book a room to please leave the room in the condition in which it was found in terms of tables, cleanliness etc.


Room_Booking_Form_Internal.docx


Room_Booking_Form_External.docx

 

Frequently Asked Questions for Room Bookings


Room Booking Process

A reminder to all those who book a room to please leave the room in the condition in which it was found in terms of tables, cleanliness etc.

Details of the Central Teaching Spaces can be found at http://timetable.ul.ie/Classrooms_Web_Info.xls

  • To submit a room booking request, the SAA Internal Room Booking Form should be completed in full and sent by email to Room.Bookings@ul.ie or by post to the Student Academic Administration Office.
  • For External Room bookings please view Room Bookings - External Requests for guidelines. The SAA External Room Booking form should be completed in full and sent by email to Room.bookings@ul.ie or by post to the Student Academic Administration Office.
  • Confirmation of the room booking will then be sent by email (with a reference number attached) if the room is not being used for teaching commitments.
  • For the first 4 weeks of the specific semester, booking can only be processed on a week by week basis due to the finalization of the class timetable.

Please note that Semester teaching requirements are handled through the ASCS submission process, NOT through Room Bookings.

A reminder to all those who book a room to please leave the room in the condition in which it was found in terms of tables, cleanliness etc.

All Out of Hours Room Booking requests require the approval of the Office of Buildings and Estates BEFORE SAA can process them. 

  • There may be a cost for use of rooms Out of Hours.  This should be discussed with the Office of Buildings and Estates before making the booking.
  • Rooms in the Kemmy Business School building, Schuman Building and Health Science Building will be booked first. If no rooms are available in these buildings, the person wishing to book the room must seek written permission from the Office of Buildings and Estates (buildingsmaintenance@ul.ie) for use of room/s in other buildings. All costs i.e. room hire, porters and security will be paid by the Room Booker.
  • Out of Hours refers to the following days/times:
  • Out of Hours Room Booking Calendar

If you would like to make a booking or confirm a booking for an external individual or organisation, please forward the following information along with the completed room booking form.

  • Certificate of Public & Employee Liability Insurance
  • Invoicing Information 

The below rates are for rental of the room only.  There may be additional costs for use of rooms Out of Hours.  This should be discussed with the Office of Buildings and Estates before making the booking.

Room Name/Number

Capacity

PC

OHP

Full Day €

Half Day/ Evening €

*KBG12 (Kemmy Business)

365

P

P

750

375

DG016 (Jean Monnet)

325

P

P

750

375

B1023 (Jonathan Swift)

230

P

P

385

190

CSG01 (CSIS Building)

223

P

P

444

220

*HSG037 (Health Science bldg)

146

P

P

385

190

C1063 (Charles Parsons)

110

P

P

385

190

D1050 (John Holland)

110

P

P

385

190

EG010 (Open Hall)

110

P

P

385

190

*S206 (Schuman Building)

110

P

P

385

190

*S205 (Schuman Building)

107

P

P

385

190

ERB001 (Eng. Research bldg)

105

P

P

385

190

*Small Classroom

16 - 49

P

P

100

80

*Classroom

50 - 60

P

P

160

120

Not all rooms on campus are available through the Academic Registry room booking facility, as some of these are the responsibility of other departments. This is illustrated in the table below:

Name Ext Type of Room Booking Available
Academic Registry Room.bookings@ul.ie 2965 Central Scheduling Rooms Week 1 - Autumn Semester to Week 15 Spring Semester
SummerRoom.Bookings@ul.ie   Classrooms in the central Scheduling Pool End of Spring semester to beginning of Orientation Week
Orientation Team 3773 Classrooms in the central Scheduling Pool Oreientation Week
Marie Healy 2660 Foundation Building out of hours Out of Hours
Edel LeMonde 2186 Plassey House except the Boardroom All the time
Therese Dvinskis 2187 Plassey House Boardroom All the time
Neasa O'Donnell 2901 PESS Building Out of Hours
Mark O' Leary 2372 ITD Computer Labs After completion of class timetable for each semester
Mark Mulqueen/Sharon Quilligan 2094/3304 Classrooms in the Central Scheduling Pool Open Days
Josephine Lynch 2603 GEMS Building Out of Hours
Joan O' Riordan 3127 Analog Devices Building Out of Hours + Wednesday to Friday
Dara O'Connor 4979 Tierney Building Floors 2 & 3 All the time
Simone Power 061-518376 Tierney Building Floors G & 1 All the time

 

The Executive Committee has adopted the following policy statement:

  • Any educational providers offering programmes, which may be regarded as similar to those, offered by UL will not be afforded access to University facilities without the express permission of the Office of the VPA&R.
  • To ensure that the above policy is implemented in a consistent fashion the following system will apply to the allocation of facilities for events which are not subject to normal scheduling and room booking procedures.
  • No member of faculty or staff may use the facilities of the University without booking them in accordance with the approved procedures.
  • No University facilities will be afforded to external agencies or individuals unless a formal application is made in writing.
  • All requests for the use of facilities must be made through the completion of the official booking form.