University Spaces
University Spaces
You can book out almost any lecture or seminar room on campus (when it's not in use) for your group's activities. However, you must adhere to the University's Room Bookings Terms and Conditions. Specifically:
You must not exceed the room's capacity.
The capacity is listed on Planon in brackets after the room name
If you move the furniture, you must return it to the original layout before you leave.
In most rooms there are posters on the wall with the usual layout.
You must leave the room clean and tidy, and inform the Room Bookings team if there is any damage or mess at the start or during your booking.
If any litter does not fit in the bin in the room, you must take it to another bin - don't leave it by the side!
Alcohol is not permitted in University teaching spaces.
If you want to host an event involving alcohol, one of YUSU's licensed venues may be more appropriate.
If you repeatedly break these rules, your group may lose the right to book space on campus.
Using Planon
Planon is the University room bookings system. It is not managed by YUSU, so any issues you encounter should be directed straight to the Room Bookings team at roombookings@york.ac.uk or on 01904 32 4500.
Some key things to note about Planon:
Planon is only available using the University network, so you either need to be on campus or connected via the University Virtual Private Network (VPN) to use it.
You must enter your group’s name when asked on the form. If you don’t, the room will be booked under your name, meaning you could be held personally responsible for any damage which occurs (even if you're not in the room at the time).
You must book your room as early as possible, allowing at least two working days for confirmation.
Log in to Planon and click "Request room booking / view my bookings"
Select Make a new booking
Enter the date and time and the approximate number of people who will be present
If you know you want a room in a specific building, click Show more search options and use the Property preference option
Click the gray Search button.
Planon will give you a list of rooms that are free at that time and have at least the capacity you entered. If you don't see any, you may need to choose another building or time.
Select the room you want to book and click Continue.
On the next screen, enter your contact details and the title of the booking (e.g. "<Society Name> Meeting").
Make sure you use the "Student Group" box to select your group.
Double-check all the details. Once you're happy, click "Continue" to submit your booking request.
Your booking will be sent to the Timetabling and Room Bookings Office who will confirm it by email within two working days. Occasionally a booking may be rejected or altered, so do not assume your request has been successful until you have received confirmation. When you get confirmation, double-check the room number; sometimes they are changed.
You may see a ‘booking warning’ attached to your request. This usually indicates that you’ve asked to book a room either outside standard portering hours or at a time when the room is not available to book (e.g. during the holidays). The Room Bookings Office will contact you about your request. This doesn’t necessarily mean that your booking cannot go ahead.
Departmental and College Rooms
If you want to book a room in a department and can't find it on Planon, contact the department directly to book. College rooms (e.g. JCRs) can be booked through the relevant College Administrator. Some college rooms can only be booked by a member of that college.
Summer Priority Room Bookings
We work with the Room Bookings team over the summer to ensure regular student group room bookings are prioritised before the bookings system opens to the wider University community.
This also allows YUSU to ensure high-demand rooms, such as flat floor space, are distributed fairly across all groups who need it, rather than being subject to a first-come-first-served dash when Planon opens.
This form typically opens in June and closes in early July - you will receive an email from your link staff member with the details. After the form closes, any further booking requests must be made through Planon as usual once general bookings open in September.
Alcohol
If your event involves the consumption of alcohol, this should ideally take place in licensed premises, on-campus or off-campus. YUSU cannot support the consumption of alcohol in University lecture theatres, rooms or other bookable spaces.
YUSU will only support events involving alcohol which are accompanied by an EMF and/or Specific Risk Assessment, and have put in place sufficient controls on its consumption.
Questions?
Contact your link staff member.