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Room Bookings

The Academic Registry room-booking procedure operates during the academic year for ad hoc/once-off room bookings only.  Internal staff and external bodies can make a request for ad hoc/once-off room bookings for classrooms and lecture theatres 

For the first 5 weeks of each semester, bookings can only be processed on a week-to-week basis due to the finalization of class timetables. 

Room booking requests from UL staff members, or for UL activity, are known as "Internal Bookings". Students may not book classrooms themselves; however, a lecturer or the UL Student Life may book a room on a student's behalf.

Details of the available rooms to book through this process can be found on the UL Timetable website. 

Booking Process:

  1. Complete the Room Booking Form.
  2. Submit completed form to the Academic Registry via:
    email: room.bookings@ul.ie
  3. You will receive confirmation of your room booking via email (with a reference number attached) if the room is available. 

Please note that Semester teaching requirements are handled through the ASCS submission process, NOT through Room Bookings.

Room booking requests from non-UL individuals or organisations, or for non UL related activity, are known as "External Bookings".

Details of the available rooms to book through this process can be found on the UL Timetable website. 

Note:  External educational providers offering programs which may be regarded as similar to those offered by UL, will not be afforded access to University facilities without the express permission of the Office of the VPA&R.

Booking Process:

  1. Complete the Room Booking Form. 
  2. Submit completed form, along with a Certificate of Public & Employee Liability Insurance (limits of Liability required: €6.5m Public, €13m Employers) and invoicing information to the Academic Registry via:
    email: room.bookings@ul.ie
  3. You will receive confirmation of your room booking via email (with a reference number attached) if the room is available. 

The UL Accounts department will send an invoice to the person who has booked the room.

The below rates are for rental of the room only. Please note that there may be additional costs for use of rooms outside of business hours (see "Out of Hours" section).
Room Name/Number Capacity PC OHP Full Day € Half Day/ Evening €
*KBG12 (Kemmy Business) 365 P P 750 375
DG016 (Jean Monnet) 325 P P 750 375
B1023 (Jonathan Swift) 230 P P 385 190
CSG01 (CSIS Building) 223 P P 444 220
*HSG037 (Health Science bldg) 146 P P 385 190
C1063 (Charles Parsons) 110 P P 385 190
D1050 (John Holland) 110 P P 385 190
EG010 (Open Hall) 110 P P 385 190
*S206 (Schuman Building) 110 P P 385 190
*S205 (Schuman Building) 107 P P 385 190
ERB001 (Eng. Research bldg) 105 P P 385 190
*Small Classroom 16 - 49 P P 100 80
*Classroom 50 - 60 P P 160 120

All Out of Hours Room Booking requests require the approval of the Office of Buildings and Estates before the Academic Registry can process them. Days/times considered to be out of hours can be found at the Out of Hours Room Booking Calendar. Please note that there may be a cost for use of rooms outside of hours, for both internal staff bookings and external bookings.  This should be discussed with the Office of Buildings and Estates before making the booking.

Rooms in the Kemmy Business School building, Schuman Building and Health Science Building will be booked first. If no rooms are available in these buildings, the person wishing to book the room must seek written permission from the Office of Buildings and Estates at buildingsmaintenance@ul.ie for use of room/s in other buildings. All costs i.e. room hire, porters and security will be paid by the Room Booker.

Some rooms on campus are available for booking but are not processed via the Academic Registry room booking facility. 
Please see the table below for the list of these rooms and contact details for booking them. 

Room/Booking Type Booking Contact Ext. Times Available
Classrooms in the central scheduling pool summerroom.bookings@ul.ie   End of Spring semester to beginning of Orientation Week. 
Classrooms in the central scheduling pool orientation@ul.ie 3773 Orientation Week
Classrooms in the central scheduling pool Sharon Quilligan 3304 Open Days
Foundation Building (out of hours) Marie Healy 2660 Weeks 1-12 Monday - Friday after 6pm, Sat & Sunday all day.
After week 13, all the time
Plassey House (excluding Boardroom) Edel LeMonde 2186 All the time
Plassey House Boardroom Therese Dvinskis 2187 All the time
PESS Building Neasa O'Donnell 2901 Weeks 1-12 Monday - Friday after 6pm, Sat & Sunday all day.
After week 13, all the time
ITD Computer Labs Anna-Marie Gildea 3295 After publication of class timetable for each semester. 
GEMS Building Josephine Lynch 2603 Weeks 1-12 Mon - Friday after 6pm, Sat & Sunday all day.
After week 13, all the time.
Analog Devices Building Joan O'Riordan  3127 Out of Hours + Wednesday to Friday
Tierney Building roombookings@lero.ie 4979 All the time
Millstream Building ul_hospitality@aramark.ie   All the time
  • AV services are available here
  • AV Support is only available from 09:00 to 17:15 Monday - Friday, outside of these hours a breakdown will not be fixed until the following working day.
  • If you have a problem with AV please call ext. 2999 or log a call here
  • First line of AV Support outside of the Main Building, Lonsdale, Schrodinger, PE, Foundation and GEMS buildings is provided by the Porter for that building.  
  • Should you require additional AV services you should log a call, as above. Extra charges may be incurred for the use of Presentation Services. In particular, please note it is not possible to access any computer facility unless you have obtained prior permission from AV services.

Should you wish to serve tea/coffee, please contact ul_hospitality@aramark.ie to discuss your catering needs. 

The Executive Committee has adopted the following policy statement:

  • Any educational providers offering programmes, which may be regarded as similar to those, offered by UL will not be afforded access to University facilities without the express permission of the Office of the VPA&R.
  • To ensure that the above policy is implemented in a consistent fashion the following system will apply to the allocation of facilities for events which are not subject to normal scheduling and room booking procedures.
  • No member of faculty or staff may use the facilities of the University without booking them in accordance with the approved procedures.
  • No University facilities will be afforded to external agencies or individuals unless a formal application is made in writing.
  • All requests for the use of facilities must be made through the completion of the official booking form.