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There are lots of useful and interesting spaces around the UCL Campuses which can be booked for events, teaching, meetings etc., and some of them are very popular (so book early to avoid disappointment). Only Presidents have the authority to make the booking using the online room booking system.

Step 1

To request a room go to the Room Booking Website, you will need your UCL login username and password.  Login and search the UCL Room Bookings website to find out which rooms are available and when. The website also provides you with room photos, location information and equipment info.

Step 2

Once you have found a suitable room for your needs, click on the request link and fill in the online request form, making sure that you include as much detail as possible about your event.

If you are booking a room for an event with an external speaker you must specify this on the form, under ‘other relevant information’. You will also need to complete and send in a Speaker/AV/Film Request Form to su.activities@ucl.ac.uk.

You should also use this form if you would like to request permission for:

  • An external speaker (non-UCL Staff or Student)
  • A film screening 
  • Extra AV equipment for your event (speakers, microphones, projectors etc)

Please note: UCL AV Equipment is not and cannot be supplied to the following rooms:
North Cloisters, South Cloisters, Lower Refectory, Front Quad, South Quad and the South Junction.

Check the guides on How to organise an event with an External Speaker , How to book AV Equipment and How to organise a Film Screening for further guidance on these issues.

If your event requires security (or if you are not sure) then clearly state this on the UCL room booking and then email su.activities-reception@ucl.ac.uk and we will let UCL security know. There may be a charge for this service, but please be advised that certain events e.g. large Balls will require a security presence.

For larger events on and off campus we’ve provided this handy safety checklist to assist you planning the basics of the event

Step 3

You will receive a confirmation email from UCL Estates and Facilities when your room has been booked or you will receive an e-mail telling you the room isn’t available.

Please wait for confirmation before publicising any events.

UCL Room Bookings department will always try and allocate you the next best space, if the original space you requested isn’t available.

You will also be e-mailed confirmation if you have requested AV or an External Speaker.

Step 4

Check your room confirmation emails and ensure the details are correct.  If there are any problems please email roombookings@ucl.ac.uk.

If you need to make any changes to confirmed Room Bookings, e-mail the room bookings department stating your booking reference, and what you want changed.