Room and Equipment bookings
This page provides information to dept staff and students on how to:
- access the online booking system (CMISGo timetable) to check availability of any room across campus
- book a central or school-owned room for a meeting or event
- book use of dept equipment: poster tubes; giant Post-It notes; thermal cameras; the Globe; conference cams; seminar laptop and microphone set; poster boards.
Please note for room booking requests for teaching sessions: Only the timetabling team (TT) can schedule or amend a timetabled session. This ensures that these bookings are in student timetables.
To arrange with TT, the module convenor should contact our SDTL Calvin Smith (cc Louise Strange). Urgent requests should be sent directly to TT at firstname.lastname@example.org, with Calvin and Louise copied. More information can be found on the Timetabling page.
CMISGo User Guides are available for students and staff. Please read relevant guide for how to log in to https://timetable.reading.ac.uk/CMISGo/Web/Timetable with your standard UoR details (Username & Password) and how to view timetables and (where permitted) to book rooms. More information can be found on the Room bookings page
If you have any technical issues with CMISGo – please contact DTS Service Desk via the Self Service Portal or email email@example.com or phone 6262 .
Book a room
Please access CMISGo (as above) first to check availability and choose a suitable room. All requests should include the following details:
- purpose (or title or description) of meeting or event
- room name / number
- date(s) and start and end times
- number of people due to attend in person
To book a Central Room: Students should send the above details to the CRBT team at firstname.lastname@example.org. As of September 2022, all staff can either access CMISGo and book a central room directly online, or can email the CRBT team. A list of bookable rooms on campus and their capacities, as well as guidelines on their use, can be found on the Room bookings page.
Central rooms within Brian Hoskins and Harry Pitt
|BH GL68 PC||20||PC room||PCs|
|BH GU01 Sutcliffe LT||96||Lecture theatre||Projector, White Board||Access to GU02 storage|
To book a School-owned (local) room: please send the above details to the Executive Support team at email@example.com.
To book a room for a viva (and for any other viva arrangements): please email our post-grad administrator (Christine Macfarlane).
Local rooms within Brian Hoskins and Harry Pitt (please do not use without a booking, even if they appear unoccupied)
|BH 1L36||10||Meeting room||Projector, whiteboard, pin board||Cupboard for paper cups, china crockery etc|
|BH 1L43||16||Classroom (small)||Projector, whiteboard, pin board||If used for meeting – must return to classroom layout|
|BH 1L46||10||Meeting room (oval table)||Whiteboard, pin board, large monitor, no projector||No window in door|
|BH 1L47 coffee area||30 seated||Open-plan lounge & eating space||Whiteboard, dept notice boards||Can be risk assessed for dept social events greater than seated capacity|
|BH 1L61||60||Classroom||Projector, whiteboard, portable TV monitor||AKA David Grimes Synoptic lab|
|BH 1L67 library study area||8||Meeting space within library||Projector|
|HP 108||16||Meeting room||Projector|
|HP 175 seminar Room||35||
No set layout – arrange as needed.
|videowall, whiteboard, projector, flipchart||Booking information below. Videowall instructions in HP175.|
|HP 176 conference Room||10||Meeting room||Whiteboard, Projector, NCEO teleconferencing suite|
HP175 videowall booking
Please mention in your room booking request if you will require use of the videowall. As Windows 7 is no longer supported, videoconferencing will not be possible, but presentations can be loaded via a USB stick for in-person seminars.
Please email firstname.lastname@example.org in advance for guidance, or before using for the first time, and to arrange access to the locked server room containing the videowall pc. Please be aware that any guidance provided is on a ‘best efforts’ basis only.
General information for rooms
IT facilities and support – DTS should be contacted to resolve any technical difficulties in our central rooms, and for any local rooms that are approved for teaching (1L61), as AV Support is available. For other local rooms, please contact Executive Support Team.
Please read University of Reading Guidance for the Conduct of Meetings in 2022/23 for information on the preparation of, and best practices in, meetings held in person and on Teams.
The equipment listed below is available to borrow and unless otherwise stated:
- Equipment is stored in BH 1L40 reception office, open 9.30am – 2.30pm. (Please collect from and return to 1L39 outwith these hours). In consideration of others: please collect and return at the agreed times.
- Equipment must be booked in advance – please send your request to email@example.com
|Equipment||Notes||Check availability here|
|Poster Tubes||No booking required – please visit 1L40 to collect and return|
|Giant Post-It notes||Four flipchart-sized packs for use on windows, walls, whiteboards & desks|
|Thermal cameras||Two cameras available for outreach activities. Please contact Jessica Gardner to book.|
|The Globe -in 1L67 library||Pufferfish projection sphere dept webpage (and user instructions): The Globe display in the Library – Meteorology (reading.ac.uk) Please contact Martin Airey to book.|
|Portable conference cams||Three available for hybrid meetings. Equipment specification and information here. Plug-in diagram and quick start guide in box. Please ask for adaptor for Macs.||Conference cam booking calendar|
|Seminar laptop and microphone set||Can only be used for seminars in GU01, 1L61 etc as microphone too powerful for meeting rooms. Camtasia software. Start-up guide and operations manual available on request.
Laptop can be booked with or without the microphone (priority given to the former).
|seminar laptop and microphone booking calendar|
|Poster boards – in GU04 and stairwell||14 available, 1.2m x 1.2m usable space on both sides. Can use pins or velcro tabs.
Also available for hire (charge per board) to other Schools.
|Poster boards booking calendar|
To book the portable conference cams, seminar laptop & microphone set, or poster boards please provide the following details:
- Event details – title, location, date and (start and end) times
- Equipment collection and return times if different from above
And for poster boards, please also provide following:
- Number of boards required.
- Project code and timings for Porters to move boards to and from storage before and after the event. Please ensure your room booking allows sufficient time for this.
- Placement of the boards within the room (optional).
For any booking spanning more than one day, or if conference cam cannot be returned before Executive Support leave at end of their working day – please store securely in your office and return next day promptly at 9.30am.
Equipment available from Events teams & Venue Reading
The Events Team in Miller building firstname.lastname@example.org can provide banners, A-Frames and various tablecloths free of charge (first come, first served). These are also available to purchase as a kit for regular use. Venue Reading in Park House (email@example.com) hire out poster boards and flipcharts. Costs do not include transport by porters (dept must raise WREN).
page updated May 2023