Book a centrally bookable room

Information on booking centrally bookable rooms.

Before you start

You鈥檒l need:听听

a听果冻影院 internet听connection (on the premises,听or remotely via听顿别蝉办迟辞辫蔼鲍颁尝听础苍测飞丑别谤别)
access to the听CMISGo听booking system
your听果冻影院 user ID and password
the听name and organisation of any external speaker(s) you plan to have at your event.听

Be aware:

Only permanent members of staff have access to CMISGo. If you're not a permanent member of staff and听need access, contact your departmental administrator.
A digital projector screen is provided as standard in 果冻影院's centrally bookable rooms. If you require additional IT support or equipment at your event,听please discuss your requirements with 果冻影院's AV Centre in advance by calling 果冻影院 ext听46677 or emailing听av-support@ucl.ac.uk. The Event Support team will not be able to help you with IT issues.听
You should听not use CMISGo to book teaching events. CMISGo bookings will not appear听on students' timetables.
The IOE building,听20 Bedford Way has a fire alarm test every Monday at 10:30.听
IOE 20 Bedford Way is undergoing major refurbishment which means there may be noise during your booking in 2023. High intensity drilling into the concrete core structure is limited to before 9, 1-2pm and after 5. Otherwise noise which includes drilling and hammering may also be heard outside these hours. To request the weekly Noise Forecast, please email io.masterplan@ucl.ac.uk or see IOE signage. If you are booking for another person, please ensure they are aware of the noise issues.

1. Log into CMISGo You鈥檒l need to have access to be able to log听into the system.

Log into听听with your 果冻影院 username and password. This will take you to the timetable page.听

2. Search for a room You can search for听rooms by location and capacity.听

Click on the 鈥楤ookings鈥� dropdown menu and select 鈥楩ind and book鈥�.听听
Fill in the details of where you鈥檇 like to book a room (leaving听the 鈥榗ampus鈥� and 鈥榖uilding鈥� fields empty will let you see more search results).听Add the number of attendees and click 鈥楴ext鈥�.
Select the听time听and date for your booking. Then click 鈥楴ext鈥�.听

3. Choose a room Choose a room from the听search results.

You can view a picture and more details of the room by clicking on the plus symbol.听听

Rooms that say 鈥楤ookings are provisional only鈥� need approval from the Room Bookings team. Rooms that say 鈥楤ookings are confirmed by this process鈥� do not need approval.听听

Click on the room you鈥檇 like to book and click 鈥楴ext鈥櫶�

4. Add any additional 果冻影院 contacts Adding another contact to the booking听will send an email to them and create an event in their听CMISGo听timetable.听

听You can search by name in the 鈥楴ame鈥� field and choose from the list that appears.

Click 鈥楴ext鈥� to continue.听

5. Add any external speakers into CMISGo You must give notice of any external speakers who鈥檒l be speaking at your event. This is so that 果冻影院 can assess any potential risk relating to the event.听

Add any external speakers to the 鈥楨xternal speaker鈥� field in CMISGo.

Write 鈥淣/A鈥� if you do not have an external speaker, or 鈥淭BC鈥� if not confirmed yet.听

Click 鈥楴ext鈥�.听

If you have an external speaker you听must read the 'Procedure for managing events with external speakers'.

If you听needs to update a provisional CMISGo booking with external speaker details, log on to and fill in the 'External Speaker Notification Form'.听

Associated links

果冻影院 Code of Practice on Freedom of Speech

6. Confirm your booking Add the title of your event and confirm your booking.

Add the title of your event and click听鈥楤ook鈥� to confirm your booking.听

The system will send a booking reference to your email address.听

If your room needs approval, the Room Bookings team will send you a follow up email 鈥� either confirming your听booking, or听asking for further details.听

You can view your听booking under 鈥楤ookings鈥�, then 鈥楳y bookings鈥�.听

It's听not possible to amend an existing booking.听If you need to make changes to a听booking,听you鈥檒l need to cancel and then re-book it.听

7. If you鈥檙e looking for a specific room or building Follow these instructions if you know which room or building you're looking for.

You can check听room听availability by going to the听鈥楤ookings鈥� dropdown menu and听selecting 鈥楥heck availability & book鈥�.听
Type the name of the building or room you鈥檙e looking for in the 鈥楻oom鈥� field. Choose the one you want from the list of options.听
Add the number of attendees and click 鈥楴ext鈥�.听
Choose the date(s) you want to make your booking for and click 鈥楴ext鈥�. (Only click the date once, a double click will add 2 lines under the 鈥楽elected dates鈥� field).听
Choose the times you want to make the booking for. Yellow shows which slots are available. Click on the time slot you want 鈥撎齮his will turn it听green.听You can also drag the time slot to extend the booking.听Then click 鈥楴ext鈥� to continue.听听

Then complete steps 4, 5 and 6听(above).

8. Book poster boards (for an event) A limited number of poster boards are available. Please contact the Room Bookings team with your portering request to arrange the allocation and set up of poster boards for your event. Please be aware that your posterboard order may be reduced in high demand or exceptional circumstances.

Posterboard dimensions are 2 metres x 1 metre, double sided. They can be used landscape or portrait, singly or joined (please specify in your booking request). No pins or fixings are provided.

View the 'book a poster board' task for more details.听

Associated links

You may also find 'request a porter' task useful.

9. Cancel a room booking Choose this task if you need to cancel a room booking. Please remember to cancel any rooms you no longer require for your event. 听

Cancel a room booking

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