Policies and Procedures

Who can book a centrally scheduled room?

  • University Administrative Contacts

    Bookings must be submitted through the designated room-booking contact in your faculty, department, or administrative unit. For more information please review the types of bookings below:

    Academic activities

    Academic activities include tutorials, seminars, discussion groups, rounds, make-up classes, and term exams. These types of requests are prioritized over casual requests.

    Casual meetings and events

    The following types of activities are considered Casual (as opposed to Academic):

    • Information sessions and workshops

    • Staff training

    • Faculty/department or administrative unit meetings and events

    Computer Lab Bookings

    These requests include bookings for class midterms or quizzes, makeup classes, staff training, information sessions, workshops, or room maintenance.

    • All booking requests must be coordinated through your department/faculty scheduling contact.

    • If you have specific software requirements, please contact IST (ist@ualberta.ca) after you have received a booking confirmation.

    • If you have any issues with the technology while in the computer lab room, please contact IST at ist@ualberta.ca or 780-492-9400.

  • Registered Student Groups

    Your student group must be one approved by Student Group Services in order to be eligible to request a room booking. Only requests from executive officers of the group will be considered. Group information must be showing in BearsDen. Student group bookings must be directly related to the group's business/purpose.

Note to external users and groups:

Room booking requests from external users must be made through Conference Services. This includes off-campus groups, university groups booking for a third party, or university groups booking a conference.

Timelines for submitting requests

Below are the earliest possible dates to submit a request. Dates are subject to change. Academic use will be prioritized. Ability to fulfill the request will be at the discretion of ETT.

Term Fall Winter Spring/Summer
User Type Time Opening date for requests
Faculty/Dept (Course-related) Daytime bookings Early May

Early May

Faculty/Dept (Non-course-related) OR Student Group Daytime bookings Late-September Late-January Late-November
Faculty/Dept OR Student group Evening/weekend bookings Early May Early May Mid-November
Faculty/Dept (Course-related) Final exam period* Mid-November Mid-March

Spring: Mid-May
Summer: Mid-July

Student Group Final exam period Not permitted Not permitted Not permitted

*Requests that have a potential to disrupt exams will not be allowed.

Booking process

To request a casual booking, visit our Room Booking Form.

1. Use your CCID and password to log into the application.

2. Select the type of booking you wish to request:

  • General Booking - Includes any classrooms, seminar rooms, lecture theatres, or lounges.
  • Computer Lab - Includes any centrally scheduled computer labs.
  • Table/Atrium - Includes any centrally scheduled tables or atriums.

3. Provide the requested information.

4. Create single/multi-day or recurring requests.

  • Single day requests span a period of time in a single day.
  • Multi-day requests span more than one day.
  • Recurring requests occur on a particular day of the week and repeat weekly between the start and end date.

5. Submit your request and watch for our email. We will send booking confirmations or correspondence to the email address associated with your CCID or to the alternate UAlberta email address you have provided.

  • Booking confirmations serve as your reservation for a room on the indicated dates/times. We advise that you have a copy of the booking confirmation with you when using a room.
  • Please refrain from advertising your event until you have received the booking confirmation.
  • ETT reserves the right to relocate or cancel casual event bookings.
  • The processing time of booking requests may vary throughout the year.

Booking start and end times

All bookings are scheduled to begin on the hour or half-hour and end ten minutes prior to the hour or half-hour.

The ten minutes between events serves as a transition allowing previous users to reset and vacate the room and new users to enter and setup. Refer to the Campus Building Hours to ensure event times are within building hours.

UAPPOL policies

Our room booking process adheres to the following UAPPOL policies for the assignment of centrally scheduled classrooms:

Additional Booking Resources