Room Bookings FAQs

This is a timetabled teaching booking for an academic subject module. Requests are submitted by departments in spring and we aim to release provisional module and course schedules in August.

If your module’s requirements have changed, please email us at [email protected] as soon as possible. The sooner we find out about the changes, the more likely we will be able to accommodate them.

We aim to release provisional module and course schedules in August for the entire academic year.

You can check the online Student Calendar, which syncs live with Celcat. You can search by module, course or room, or you can log in and view your bookings. If you are viewing on your smartphone, we recommend rotating your screen into landscape mode for the best functionality.

Alternatively, you can download a list (.csv format) from the Celcat Data Warehouse.

Buildings can be identified by the room number prefix as follows:

Up until the end of the second week of teaching in each semester, you can book these spaces with us (via email). After this, we hand over control to Edge Hill Sport and you can contact them to make or amend bookings.

For 2021/22, the semester one date was Friday 15 October 2021 and the semester two date will be Friday 4 February 2021.

An ad hoc booking is a non-teaching request. Usually it’s a one-off meeting, interview or other event.

The online room booking system is currently available for ad-hoc bookings up to 30 days ahead.

This is just for one-off bookings taking place Monday-Friday 8-18. If you require a room outside of this time frame or for recurring bookings, please email us.

Confirmation times vary throughout the academic year.

In September, October, January and February, the teaching timetable is still in flux and for this reason, we cannot confirm any ad hoc requests in advance. However, we regularly check pending requests and will be in touch at least seven days before to confirm availability.

During the rest of the year, we can confirm requests with more notice and we check the online system several times a day for new requests.

If you have not received confirmation but need it urgently, please email us and we will advise accordingly. You can also call us on 6479 or 7910.

It is very important to keep our records up to date to prevent unused rooms when other colleagues might need a space.

Please email us with your amendments and cancellations as soon as possible and we will update your booking accordingly.

Alternatively, you can cancel a booking made online through Celcat, but it is not very obvious. You just need to remember to select ‘Retain Events’ instead of ‘Delete Events’. You will receive an email to confirm your request to cancel and another once the team has processed your cancellation.

Yes, but please email us regarding such requests (instead of using the Room Booker in Celcat).

For evening or weekend booking, it is important to contact Campus Security on (01695 58) 4227 to ensure they are aware of your booking and the building/room is kept open for you.

Please check any emails you receive from us carefully as sometimes we need to make changes to accommodate teaching.

If you still unable to locate your meeting, please email or call us (7910/6479)

Yes, this is possible. Please contact our Conferences team to inquire about room hire fees and to make a booking – 01695 584686 / [email protected] 

The Room Booking Wizard is a useful tool within Celcat and you can use it to check availability across the University. If you need any help or do not have access, email us.

Sometimes the room you requested has been booked for a last-minute teaching request. We will always try to find you a similar room available at the same times, but this is not always possible.

For this reason, please always read the confirmation emails from us carefully.

If your request was rejected, email us and we will let you know about any alternatives availability.

We put a time restriction on the Room Booker throughout semester one and at the beginning of semester two, as teaching timetables often change.

If you have a request out of this time frame, please email us. We deal with all requests on a first-come, first-served basis.

We try to confirm requests at least seven days in advance. If it is less than seven days to your event or you require confirmation urgently, please email us.

In some cases, it may be due to a typo in the email address entered into the Room Booker. To avoid this in the future, you can save your details in Celcat.

Specialist spaces, such as labs and practical sport spaces, are not available to book as it is unlikely that they will be needed for an ad-hoc booking. We also remove spaces and buildings that are undergoing renovation.

If you require one of these spaces, email us and we will provide the latest advice.

There are also several rooms that are not on Celcat at all – these include:

• The Staff Training Suite (JD13) in the Main Building – please contact HR
• The FAS Boardroom in Law & Psychology – please contact the FAS Faculty Office
• Any rooms in the Catalyst Building – please contact the Catalyst Enquiries Team
• The Garden Restaurant in the Health Building, Hale Hall or Sages in the Main Building – please contact the Main Reception Team

The system does not allow a room to be booked twice.  In most cases, one of the parties has misread their confirmation email. If two parties think they have booked the same room, you can check the printed room timetables on the door or online timetables on Student Calendar or contact our team via email or by phone (6479/7910).

Contact Campus Security on (01695 58) 4227.

Contact Facilities Management (Helpdesk 4455).

Yes, but please return the room to how you found it, as other people might be booked in there directly after you.

If you require any assistance moving furniture, please contact Facilities Management (Helpdesk 4455).

It’s likely that the room was no longer needed but the booking was not cancelled. Please remember to cancel rooms you do not need so that other colleagues can make use of them.

Contact Equipment Bookings on (01695 58) 4286

You can book hospitality via MyFM. You can get a brochure from the main reception team.

Please note FM use a different indexing system for rooms – find a reference list online.

If you have any questions, please contact the FM Helpdesk, either by email or by phone (4455).

If you have any questions, please email our team on [email protected] and we will get back to you as soon as possible.