Room Booking Requests 2026/27

What are room booking requests?

Every summer, we work with the University Room Bookings team to ensure that regular student group room bookings have a level of priority for the year ahead (after timetabled academic sessions). 

Towards the end of semester two of each year, we ask that student groups request any room bookings for the year ahead, so that York SU can work with the University to allocate spaces before Planon opens publicly. 

This year, our application window is open from 09:00 13 April-09:00 1 May. 

Any requests for spaces after our window closes can be made through Planon, which will open for semester one of the 2026/27 academic year on the 11 August. 

Before you apply for a room booking request, remember...

1. Requesting spaces does not equate to confirmation of that space, as we may have to book an alternative space for your group, should none of your preferred rooms or times be available. 

2. Bookings that require the assistance of Rapid Response must also include set-up and pack-down time. We advise that for any Central Hall bookings, you request from the morning/evening before your event and the morning after your event. 

3. Due to Central Hall being increasingly used for teaching space, we strongly advise that you only hold events in Central Hall on a Saturday. This gives you the best chance to hold your event.

4. We experience a high demand regarding space, in particular our flat floor space. Please remain as flexible as possible in your bookings, so that we can ensure that all groups have spaces to conduct their activity for the year ahead. 

5. The University Room Bookings team will be booking in semester one bookings before the 11 August, and then will book semester two bookings over the winter vacation. 

   1. In your application, please submit any requests you'd like to make for both semester one and two, so that we have this to hand throughout the year. 

When requesting a recurring or one-off room booking, make sure that you include...

1. Each date the booking is required (Is it required outside of term time? Is it required until the end of Semester 2?)

2. Booking Start Time

3. Booking End Time

4. Preferred Room Codes (at least 3, in order of preference.)

5. Booking Description (e.g. "Committee Meeting")

6. Booking Capacity 

   1. An estimate of numbers in attendance will help us find alternative spaces if required. Please note that any bookings that ask for a capacity larger than the room can handle will be rearranged to a more suitable space.

7. Any specific requirements for this booking and why? (Flat Floor? Floor Type? Room Type? Specific Layout?) 

Resources to help with room bookings: