Book a room

Book rooms for ad hoc activities using our web booking system.

Arrangements differ depending on the type of activity and whether it is during or out of term time. Restrictions also apply during exam and graduation periods.

Due to current circumstances the web room booking service is not available.

Please email if you would like to enquire about booking a room on campus for an ad hoc activity. 



Do not use the room booking system to book teaching activities. They won't appear on your students' timetables. This includes teaching outside core hours. Contact your school timetabler for advice. 

There is no room charge for teaching activities. 

One-off internal bookings

Timetabled teaching takes precedence so we can only confirm ad hoc room bookings during teaching hours (9am-6pm) in semesters 1 and 2 once the teaching timetable is confirmed in mid-September. 

For one-off, internal bookings made on campus, use the room booking system and follow the on-screen instructions. You can currently book rooms for dates up to 16 August 2020 out of term weeks only.

Our online booking system lets anyone with a University staff username book centrally owned teaching and meeting rooms, as well as some department-owned rooms (IT clusters; Biological Sciences; Media and Communication; Dentistry; Education; Philosophy, Religion and History of Science; Civil Engineering; Healthcare). 

You can:

  • book rooms for meetings and activities
  • find the most relevant location for your event
  • view all your bookings
  • cancel a booking 

Contact the timetabling team directly to:

  • make, cancel or change same or next day bookings
  • for urgent enquiries.

The team can also be reached by phone on x34009. 


Conferences and external events

You can either organise your conference through the University's conference management service or, if your budget is tight, you may consider managing the event yourself.

There are three charging levels depending on who books the event and how it is managed. To qualify for an internal rate, you will need an internal account number when booking. 

Using the University's conference management service to manage your conference

Conferences can be booked by University staff or by external organisations through the Conferences and Events team. This team has the skills and expertise to manage your event and ensure all arrangements for the conference are delivered in a highly professional way. Visit the Meet in Leeds website for details of the conference management service offered.

Organising your conference independently

If you have a limited budget and choose not to use the services offered by the Conference and Events team, you can book rooms via the Timetabling team


Core rooms

Core rooms are reserved by the Conferences and Events team up to the following cut-off dates:

  • 1 October for Christmas vacation
  • 1 February for Easter vacation
  • 1 May for summer vacation.

After these dates the rooms are released for general access. If you want to book a room before the cut-off date, please contact the Conference and Events team. To book a core room after the cut-off date or book central teaching space at any time, please contact the timetable team.

Charges may be payable for booking core rooms and the level of the charge depends on what the room is booked for and how the booking is managed.

If there is a reason why you believe the conference cannot go ahead unless the room charge is waived, please contact the timetable manager

Booking catering and additional equipment

Catering is available through the Conferences and Events team. Please check the catering menus and pricing. If you need media or audio-visual equipment, please check the estates and campus support services website. To qualify for an internal rate, you'll need an internal account number when booking.

Room usage terms and conditions

For terms and conditions of use, room locations, photos and facilities, health and safety information, and PC logins for guests please refer to the room usage webpage.