Room booking
The Student Systems Office makes bookings for General Teaching Space (GTS) during the academic year. During the Summer Vacation bookings are controlled by Conference Services. Procedures differ for students and external enquirers and for staff.
To book additional portable AV equipment that is not already installed in the room, or to receive training and guidance on the use of AV equipment please contact the Student Desktop and AV Support team.
Staff
Requests should be made via the online Room Bookings facility:
- The web system will give an instant on screen confirmation and send an email to the user quoting a booking reference number. Please note that from 3rd October 2005 it will not be possible to have any type of catering in GTS rooms nor will the consumption of food and drinks be permitted during lessons.
- Please note that during the academic year all bookings run from the hour (:00) to 10 minutes to the hour (:50). The room must be vacated by this time and the room should be returned to the original layout. During the summer vacation all bookings can be made in half hourly slots.
The on-line booking system gives details of which dates are available for booking. If you require a room during vacation times these dates will be available to book well in advance of the booking date and should be booked via the web facility exactly as term time rooms are booked.
For term time room bookings the system will only make term time dates available once the timetable has been published and close to the start of term to allow time for essential changes to be made. If you wish to make a booking for a date which is not yet available, we advise that the quickest way to get a room confirmed is to make a note of the date on which your required booking date becomes available to book, then submit your request on that day via the web facility.
We are no longer able to accept requests in an e-mail format. Could we kindly ask you to submit your request/s via the Online Room Bookings @ Sussex (ORBS) system. The on-line booking facility has been developed to ensure that Room Bookings has all the information necessary to process the request without having to contact you for supplementary information and to give you a faster more flexible service.
ORBS should not be used for booking termly courses for formal teaching. This information should be submitted via the Teaching Methods Screen on the Course Management System database (CMS) as part of the timetabling process. In order to speed up any queries that you may have regarding confirmed room booking(s), please provide the following information in all communications:
Name of Requester
Title of Booking.
Date & Time of Booking.
Room Bookings Telephone Line
Room bookings staff are available via extension 3813, however it is best to email roombookings@sussex.ac.uk as during busy periods we will not always be able to answer quickly.
Cancellations
In the present climate of pressure on General Teaching Space (GTS) it is vital that you cancel rooms that you no longer require. To hold on to rooms that you no longer need is a waste of resources and deprives your colleagues of teaching space. To cancel a room please fill out the email form.
NB: Regular audits of GTS space are conducted to check usage of booked rooms.
Students
To request a room you should complete the Room Bookings form which can be collected from outside the Student Progress and Assessment Office or the Student Systems Office, and is available in Room booking request and allocation form [DOC 31.00KB] format or in Room booking request and allocation form [PDF 19.86KB] format (if this does not download automatically, please contact your technical support team.)
Forms should be returned to Room 340 Sussex House. Alternatively you can download the form, fill it in electronically and send it to roombookings@sussex.ac.uk - this must be sent from your @sussex.ac.uk email address which replaces the need for a signature on forms submitted this way.
Upon receipt of a properly completed form (signed or sent from the principal organiser's @sussex.ac.uk email address) it will take up to 7 (seven) working days to process your request(s).
External Enquirers
For all enquiries please email conferences@sussex.ac.uk. ORBS should not be used by staff members to make bookings on behalf of external organisations. Please contact Conference Services to discuss options.