Internal room bookings

Commercial Services is delighted to provide a service for staff and students wishing to book University meeting rooms, lecture theatres, and seminar rooms for internal/club/society meetings.  We also facilitate the ordering of University catering to meeting and seminar rooms.

Staff

How do I?

  • Book a meeting room? - refer to section on meeting rooms
  • Book catering? - refer to section on catering
  • Book additional teaching space? - refer to section on seminar rooms/lecture theatres 

Meeting Rooms

All staff now have access to KxCalendar, online software which will remove the need (in most circumstances) to complete the currently used room booking form and give those who want to book a meeting room automated search and administration functions including: 

  • Open access to meeting room calendar
  • Search facility to ‘find a space’
  • The ability to book directly onto the system 

 Within KxCalendar, there are 3 options available to the user:

  • Homepage – used for announcements and quick links to hospitality menus and other information
  • Calendar – provides a snapshot of events with daily, weekly or monthly calendar view
  • Find a space – where to go to find an available space and follow the process to book your room 

 Using KxCalendar:

  • Some of the fields within the booking process are mandatory and these are indicated in each screen in blue
  • You can view and book rooms up to 12 months in advance
  • You can view Meeting Room Configurations here.
  • During the booking process you will be asked to enter your ‘company name’ – this is your Service Area or Faculty. To keep continuity this information must be entered in the format already stored.  For assistance we have provided this information below: 

Principal’s Office

Communications, Marketing & Public Engagement

University Secretary’s Office

Student, Academic and Corporate Services

Deputy Principal’s Office

Research and Innovation Services

Information Services

Directorate for Advancement

HR and Organisation Development

Sport Development Service

Estates and Campus Services

Faculty of Arts and Humanities

Finance Office

Faculty of Natural Sciences

Commercial Services

Faculty of Health Sciences and Sport

Faculty of Social Sciences

Stirling Management School

  • On completion of the online booking process, the user will receive an automated email confirmation of the booking followed by an email from the Commercial Services team attaching the Event Schedule. 

To make a booking in KxCalendar click here.

There may be occasions when the booking is not straightforward.  Please contact the Commercial Services team ext 6000, who are available to discuss this in more detail with you. 

This may result in in completion of a Room Booking Form which would then be submitted to the  team who will then check availability and advise of any alterations or additional information which may be required. Commercial Services will email you a copy of your event function sheet as confirmation of your booking. 

Meeting rooms can be booked throughout the year and include:

Cottrell Building

Room

Capacity

Court Room (Full)

34

Court Room Part 1

22

Court Room Part 2

18

4C6

14

4Z8

14

2X2

14

2B80

12

2B8

7

1A71

18

Pathfoot Building

We currently do not have any meeting rooms available within the Pathfoot Building.

*Please note if there is no availability of meeting rooms we can check availability at other locations in the University such as Stirling Court Hotel, Iris Murdoch Building etc, however charges will be incurred for the hire of rooms at these alternative locations.

Seminar Rooms/Lecture Theatres

Requests for seminar rooms and lecture theatres during semester for teaching should be made directly to your departmental timetabling officer. Please refer to Registry web pages for teaching dates.

Seminar rooms and lecture theatres are available for staff/student bookings out with teaching periods (Monday – Friday 0900 – 1800 hours).  Bookings for these periods can again be made via Commercial Services.

Additionally, during semester, Commercial Services control the availability of a handful of rooms on Wednesday afternoons from 1300hrs. These are:

  • A3
  • B3
  • B4
  • Logie
  • 2A9
  • 2A11
  • 2X4
  • 2X6
  • C1
  • C2

*Please note if you are booking a seminar room through timetabling and require the use of the room after 1800 hours then you have to book the remainder of the time with Commercial Services to secure your space.

AV Equipment

Court Room (full Court Room and Court Room Part 2) and 4Z8 have presentation facilities available

The equipment to access the AV in the Court Room area is available for collection from Visitors reception, Cottrell Building.. Please also ensure this equipment is returned to Visitor's Reception as it requires to be charged for power for the next user.

There are a number of seminar rooms fitted with AV equipment – further advice on this can be obtained by contacting Commercial Services. All lecture theatres are fully equipped with AV equipment. Room Bookings Regulations

Catering

All catering requests must be submitted to Commercial Services on the booking form. Hospitality Menus are available on the portal. 

Terms and Conditions

Please refer to Hospitality Menus for terms and conditions

Please note that a booking is not confirmed until you have received a copy of your booking sheet. This will be sent via email.

Students

For student room bookings, we recommend submitting these at least 48 hours in advance of your event.  

Designated representatives of Students' Union affiliated Clubs and Societies can book lecture theatres, seminar rooms, or centrally controlled Exhibition Space for club or society related events/meetings which they wish to hold on the main Stirling Campus.  

To make a Club/Society booking:

Login to The Union website and follow directions for Union/Society Room Booking. Completed request to be e-mailed to The Union within 72 hours of the date for which the booking is required.

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