Room Bookings FAQs

Teaching bookings FAQs

What is a module booking?

This is a timetabled teaching booking for an academic subject module. Please email us at RoomBookings@edgehill.ac.uk to book.

How are requests for teaching submitted?

Each department has a timetabling contact and they submit their requests to us via an online system, which is open each spring.

How can I check the rooms booked for a module?

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. Here are some instructions.

How do I know where a room is on campus?

All bookable spaces are identified on the campus map.

The requirements for my module have changed since the teaching requests were submitted. How do I change them?

Please email us as soon as possible. The sooner we find out about the changes, the more likely we will be able to accommodate them.

Can I book practical sport spaces?

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

For Semester Two of 2019/20, the handover date was Friday 31st January 2020.

For the 2020/21, the semester one date will be Friday 16th October 2020 and the semester two date will be Friday 5th February 2021.

My class has changed rooms – how do I find out where they are?

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.

Ad-hoc bookings FAQs

What is an ad hoc booking?

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

How do I make a request for an ad hoc booking?

STAFF: If you are on campus, you can use the Room Booking Wizard in Celcat. Here are some instructions. If you need any help email us.

If you are not on campus, you will not be able to log into Celcat, but can email us.

STUDENTS: Please contact your personal tutor, module leader or the Student Union and ask them to make a request on your behalf.

What if I have an urgent same day request?

Please contact us on (01695 58) 7174 or 7910. You can also email us. We will then confirm any booking.

How do I book multiple ad hoc requests? For example, if I require for a room for a number of weeks?

Although it is possible to do this through the online Room Booker, we do not recommend it. It is best to email us directly and we will let you know what rooms are consistently available.

Alternatively, if you like, you can enter each date individually and make multiple requests.

How long does it take to receive booking confirmation?

This varies throughout the academic year.

In September, October and January, the teaching timetable is still in flux and this is our priority. For this reason, we cannot confirm any ad hoc requests during this time. 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 further in advance 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.

Can I book rooms in the evening?

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

It is important to contact Campus Security on (01695 58) 4227 to ensure the building/room is kept open for you.

Can I book rooms at the weekend?

Usually this is fine. Please email us (rather than using the online Room Booker), as we need to check with the Conferences team in case there are other events taking place.

We also recommend contacting Campus Security on (01695 58) 4227 to ensure they are aware of your event and so that building/room is open for you.

How do I amend an ad hoc booking?

Please email us with your amendments regardless of whether you booked via the online system or with us directly.

How do I cancel an ad hoc booking?

Cancellations are vital to prevent backlogs and unused rooms, so please cancel any bookings as early as possible if you no longer need the room.

You can cancel a booking made online through Celcat, but it is not very obvious! Here are some instructions. 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.

If you booked the room with us directly, email us the details of the cancellation(s). We will process this and confirm the booking has been cancelled.

Please note: we can only accept online and email cancellations. We cannot cancel bookings over the phone.

Which rooms do you not manage?

We do not manage JD13 in the Main Building, the FAS Boardroom in Law & Psychology, the Durning Centre Boardroom, any rooms in the Catalyst, or the Garden Restaurant in the Health Building, Hale Hall or Sages in the Main Building – please contact HR, the FAS Faculty Office, the FM Helpdesk or the Catalyst Enquiries Team or the Main Reception Team to book these rooms.

My meeting has changed rooms – how do I find out where they are?

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

If you do not have an email from us, you can check the online Student Calendar to view your bookings (if you log in at the top right). If you still unable to locate your meeting, please email or call us (7910/6479)

If you are viewing on your smartphone, we recommend rotating your screen into landscape mode for the best functionality.

How do I know where a room is on campus?

All bookable spaces are identified on the campus map.

Can I book a room as an external party?

Yes, this is possible. Please contact our Conferences team to inquire about prices and to make a booking – 01695 584686 / Conferences@edgehill.ac.uk 

Online Room Booker FAQs

Why has my request been changed?

Sometimes the room you requested has been booked for a last-minute teaching request, so we will have found you a similar room available at the same times.

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

Why has my request been rejected?

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.

Please revisit the Room Booker and alter your requirements slightly, or email us and we will look into it.

Why does the Room Booker only allow me to make a request so many days in advance?

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.

Why have I not received confirmation yet?

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. Here are some instructions.

What if the room I want is not bookable through the online Room Booker?

Some specialist spaces are not available on the Room Booker, so just email us about booking them and we will check availability for you.

Why are some rooms not available through the online Room Booker?

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.

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

  • JD13 in the Main Building – please contact HR
  • The FAS Boardroom in Law & Psychology – please contact the FAS Faculty Office
  • The Durning Centre Boardroom – please contact the FM Helpdesk
  • 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

Other FAQs

The room was not in acceptable condition, what can I do?

Contact Facilities Management (Helpdesk 4455).

Can I change the room layout?

Many rooms can be rearranged but please return the room to its original layout when you have finished.

If you need help setting up a room, contact Facilities Management (Helpdesk 4455).

What if the room I have booked is locked?

Contact Campus Security on (01695 58) 4227.

The room I wanted was booked but no-one was using it. Why is this?

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 use them.

How can I book additional equipment?

Contact Equipment Bookings on (01695 58) 4286

How do I book hospitality for my meeting?

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 – please see here for a reference list.

There’s been a double booking. What should I do?

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 room timetables on the door or online or, if during office hours, contact our team via email or by phone (7910/6479).

Is food and drink allowed in classrooms?

It is not allowed in lecture theatres or IT rooms.

I have tried to log a job with FM, but I do not know the CAFM index for the room. Do you have a reference list?

Please see here. If you have further questions, please contact the FM Helpdesk, either by email or by phone (4455).

I have further questions…

Please email our team on RoomBookings@edgehill.ac.uk and we will get back to you as soon as possible.

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