University of Huddersfield Logo

Room Booking Procedure

To book the SB Level 7 Staff Training / Meeting Rooms for a meeting or training session, please use the following procedure:

View possible room layouts

Decide your requirements

Work out in advance the numbers of rooms you will need, the size and layout of each room, the times when each room will be required, equipment, refreshments etc. If you are using PCs in the training rooms, identify the software and network access you will need. Please bear in mind that the Staff Training Room SB7/19 is often required for full-day or half-day training courses.  It would be appreciated therefore, if bookings for meetings are only made if no other rooms are available and for meetings which are likely to be of 2 hours or more in duration.

Decide which room you want to book

Visit the 'staff training / meeting rooms' section at the bottom of this page. This will give you a description of the size and location of each room and the equipment and furniture available in each.

Check if the room is available in Outlook Calendar

To find out if the room is available:

  1. Click on the 'Calendar' icon in Outlook
  2. Open the 'File' menu and click on 'Open' and 'Other User's Folder'
  3. Click on 'Name' and then type SDG and click 'OK'
  4. Select the room you wish to use, then click on 'OK'.

Book the room

To book an available room, either phone Staff Development on ext 2799 or email staffdev@hud.ac.uk. You will need the following information:

  • The name of the room you wish to book
  • The day of the week, date and time you need the room
  • The name of the person running the event
  • The title of the event
  • The number of attendees.

Please check your booking is correct in the Outlook Calendar after the booking has been made.

Make arrangements for room layout

Please note that you are responsible for making arrangements with Campus Support to ensure the furniture in the room is arranged in the way you require. You should book the room 30 minutes in advance of your session start time so that you can set the room up as you wish. If you need help to do this please arrange this at least two days in advance by emailing Estates General Enquiries: estates@hud.ac.uk.

Make arrangements for catering

Catering should be ordered using Agresso E-MarketPlace 48 hours in advance.  Contact your departmental Agresso User.

Make arrangements for additional equipment

Each room has a limited amount of basic equipment (PC, data projector, flipchart). It is your responsibility to ensure that you know how to operate all of the equipment which you require.  We recommend that you familiarise yourself with all required audio-visual or computer equipment at least 24 hours prior to the start of the session.  Your own login details will grant you access to your own files and folders.

We recommend that you book the room 30 minutes prior to the start of your event so that you can check the room layout and equipment and to meet and greet participants as they arrive.

Make arrangements for software installation in the Training Rooms

The PCs in the Training Rooms have the standard University software packages. If you require additional software it is your responsibility to arrange installation and removal and to ensure that the software is properly licensed. This must be done in advance by Computing & Library Services.  Contact them through IT Support, ext 3737 or email itsupport@hud.ac.uk.

Arrangements for bookings outside of normal working hours.

If you are booking a room for an event that is taking place out of normal office hours (e.g. finishing after 6.00 pm on a weekday or taking place at the weekend), please inform Estates by emailing estates@hud.ac.uk so that arrangements can be made for the room to locked up after the event. You should also be aware that the card swipe system is now in operation between the Staff Development rooms and the International Office. Access to the Conference Room out of office hours should be via the library lift/stairs.

STAFF TRAINING / MEETING ROOMS

Conference Room

This room can be set up in a number of different ways and can accommodate between 20 and 45 participants depending on layout. It has a data projector and PC.

Training Room (SB7/28)

The training room is approximately 5m x 7m and can be laid out in several different styles. It can accommodate between 10 and 20 participants. It has a data projector and PC.

IT Training Room (SB7/03)

The IT training room has 10 workstations. It has a data projector and trainer's PC.

If you have any feedback regarding this procedure please contact the Staff Development Office, by phone ext 2799 or by email: Staff Development at staffdev@hud.ac.uk.

The awards winner 2012, 13, 14, 15
University of the year 2013
QS 4 Star Logo
Athena Swan Bronze Award

VAT registration number 516 3101 90

All rights reserved ©