Room Bookings

Room Bookings

University Spaces and Planon

Planon is the University’s room booking 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 324500.

When using a university space, you must adhere to the University’s Room Bookings terms and conditions, including adhering to the stated room capacity, returning all furniture to the original layout as shown on the wall, leaving the room clean and tidy, and informing the room bookings team if there is any damage or mess at the beginning of or during your booking. Not doing so could result in your group no longer being able to book space on campus.

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.

Planon Guidance

Here’s a step-by-step guide to the University’s room bookings system, Planon. If you encounter any issues with Planon please contact the Room Bookings team. 

1. Log in to Planon

2. Select Make a new booking

3. Enter your contact details, including the title of your booking (e.g. ‘Society meeting’) and the approximate number of people who will be present

4. Type your society’s name into the box or select it from the list by clicking the small button to the right of the box.
   Note: If your society’s name starts with ‘University of York’ or ‘York’, don’t include this when you type it; they’re listed on our systems without these prefaces

5. If your booking is likely to be noisier than a normal meeting (e.g. if it will involve music) provide some details

6. Once all that’s filled in, click Continue

7. Enter the date and time for the start and end of your booking

8. If you know the specific building or room you wish to book then you can enter the code under ‘property preference’; if you’re not sure, leave this box blank.

9. Under ‘Facilities’ you can request that rooms suggested to you have any or all of the following:

   1. Is bookable during vacation time

   2. Contains a hearing loop

   3. Contains a PC & data projector

   4. Has wheelchair access

10. Click Search. A list of available rooms will be displayed.
    Note: If a room you were expecting to see does not appear, it may already be booked at the times you have selected. If you tick ‘Show unavailable reservation units’, it will show all rooms which fit your criteria, including those already booked.

11. Select the room you would like the book and click Continue

12. Check through all the booking details. If you’re happy, click OK to submit your request. 

13. 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.
    Please note: 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.

Booking YUSU Venues

YUSU currently operate six licensed venues on campus

• D Bar

• The Courtyard

• The Glasshouse

• The Lounge

• The Kitchen (non-drinking)

• The Vanbrugh Arms

To book an event in a YUSU venue, please fill in the booking enquiry form and provide as much information as possible, including contacts from your group that YUSU can be in touch with to confirm and alert of any arising issues. You can also contact our events team with any questions at events@yusu.org

Booking 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.

Events Team - events@yusu.org

Room Bookings - roombookings@yusu.org

Jasmine Pledger, Student Citizenship and Employability Development Coordinator - j.pledger@yusu.org