How to use the Room Booking System

Welcome to the Queens’ College Room booking website.

All relevant documents required to make a booking are available on the site. When looking to book a room please refer to the Covid-19 room capacity guidance for the room you are looking to book, to ensure your intended participants follow the College guidelines for this area. You should also familiarise yourself with the Risk assessment for small spaces and supervision rooms.

To avoid any delays in processing your request.

Please ensure you use your @cam.ac.uk email address rather than an external one. Once you have submitted your request via the site you will receive an automated email response setting out your booking request and indicating that it is being dealt with by one of the team. We will endeavour to respond to and action your request as soon as possible, and within 3 days. Once your ticket has been assigned to us we will send you any necessary paperwork which needs to be completed to accompany your booking e.g. Dean’s permission forms. On completion of the booking you will be sent a response confirming the room(s)/area(s) have been booked for you. If, in order to complete your booking, we do not require any supplementary information or forms, you will simply be sent an email to confirm your booking is in place.

Please Note:

The provisional room booking confirmation of submission email is not to be taken as confirmation that the room, or the permission, has been granted. This will be issued separately.

All requests must now be made via the room booking site

In order to implement, maintain and monitor this system correctly and fairly. Staff members must no longer be approached directly, including by email, as anyone who does so will be redirected to submit their request via the room booking site, which will delay your request being actioned.

COVID-19 Precautions and Guidance

All College members who have made a booking are requested to ensure that all their guests follow the College guidelines and risk assessments attributed to the room they have booked. Please ensure that the area is clean and sanitised before you leave the room, and that adequate social distancing is maintained throughout the duration of your booking.

If you are a Queens’ Student and your booking requires permission from the Dean of College Please follow the guidance below.

If your booking requires permission from the Dean then you must first complete your room booking request via the booking system. After you have made the request then you must submit your risk assessment to rco@queens.cam.ac.uk. Once Ian Slack has signed off the risk assessment you will be required to fill out the relevant google doc permission form and upload the approved assessment, links to this can be found on the website or on the KxCalendar homepage. A form will need to be submitted for each individual booking. Once approval has been given you will receive an email confirming your booking. If permission is not granted then you will receive an email cancelling your booking on the system. Unfortunately, the team will not be able to provide any further information on the Dean’s decision.

Permission Form Deadlines for Submission

Permission forms must be sent to the Catering Department at least EIGHT days in advance of the proposed date of the event Permission forms will be reviewed every Friday at the events authorisation meeting. Which will take place every Friday during term

Cancellation/Amendments

If you have requested a room booking and need to cancel or amend it, regardless of whether you have received a confirmation or not, please email room.bookings@queens.cam.ac.uk with your booking reference number in the subject line, so that the team can alter or remove the reservation and release the room for alternative bookings.