Staff Room Bookings

Room Booking procedure for University Staff

Requests from Academic departments

Please e-mail your Departmental Timetable Officer who will forward your requests through to CTO on your behalf.  Please detail your requirements as indicated below.

Event date
Start & Finish times
Capacity
Audio Visual facilities
Purpose of booking

To rearrange standard room-layout, please contact estates services, mpepper@essex.ac.uk, and ensure that set-up and set-down times are included in the start and finish times of the bookings.                     

Requests from Non-academic departments

Please email (using the template) the Central Timetable Office, cto (non Essex users should add @essex.ac.uk, to create the full email address),  detailing your requirements as follows:

Event date
Start & Finish times
Capacity
Audio Visual facilities
Purpose of booking

To rearrange standard room-layout, please contact estates services, mpepper@essex.ac.uk,  and ensure that set-up and set-down times are included in the start and finish times of the bookings.

The room allocated will be confirmed via email, from cto, within ONE working day of receipt of the request.

For general enquiries relating to Room Bookings, please contact the Central Timetable Office on (01206) 87-2981 or (01206) 87-4081.

Please note we are unable to accept telephone bookings.

Room Booking Charges

Charges are applied to room hire for external and internal clients when a proposed event is deemed to be commercial.  Please refer to Conference Office Event Services for details. 

The Central Timetable Office will refer your booking to Conference Colchester if:

• you have external delegates attending your event,
• there is a commercial element or charge for those attending, or,
• if the booking is for a non-academic event in the Ivor Crewe Lecture Hall.

Please note that if the nature of your event changes between receipt of confirmation of your booking and the start of the event itself, (resulting in the event being open to external delegates or being subject to fees of any kind), it is the responsibility of the organisers to inform the CTO team immediately.

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• meeting rooms (lecture theatres and classrooms)
• accommodation on campus or at local hotels
• catering for your event
• parking permits and maps
• AV equipment and technical assistance
• signage for your event
• off-site day trips, coach transfers and catering functions which are part of your event.

They also offer advice on such issues as licensing, fire precautions, safety and access. If required, they provide assistance on the day from one of their experienced team.  There is a 2 tier pricing structure for internal events based on your requirements.  If you are providing your delegates with lunch and refreshments throughout the day, then the delegate rates will apply.  If you are not providing a full day package, only some refreshments, then the Conference Services charge will apply. Once they have full details of your event, they will provide you with a personal quote explaining which tariff applies to your event.  Copies of their tariffs and what they include can be found here.

At Southend Campus, contact the Student Administration section on the second floor of the Gateway building.