Meeting Room & Classroom Bookings

Best Practices

  • Thesis defenses should only be booked in rooms large enough to accommodate the group size. The best rooms are SEB 3102 and ThreeC+3445. It is the responsibility of the faculty supervisor to ensure that the space is cleaned and all furniture returned to its usual state when the meeting ends.
  • When booking rooms for faculty members or graduate students, please ensure that they have the correct door code (if applicable) for the room and that they enter and exit the room at the correct time.
  • Please be considerate and do not block book re-curing meetings; unless you know that the room will be used (i.e., do not book it “just-in-case”).
  • If you require preparation time before a meeting, please ensure to book time before the meeting starts to ensure you can access the room at the time needed. For all meeting rooms with wireless connectivity, the first time you need to use this technology you should book an extra 30 minutes prior to the start of your meeting, so that you have time to download the software necessary on your laptop. If you require assistance, please contact the ITG HelpDesk well in advance of the start-time of the meeting.
  • Please ensure that all equipment required for the scheduled meetings/defenses (projectors, laptops, extension cords, AV keys) are pre-booked and available for the faculty, staff or graduate students use prior to the start time of the meeting. It is very disruptive to those who have offices next to meeting rooms when people are asking for these items (including the door code) prior to their meeting.
  • Return the room to the state it was in when you entered the space. For example, please re-hook up all computing equipment/cords and move the tables and chairs back to the way you found it.
  • If you find the room or furniture have been damaged, please report it to the Dean's Office immediately.

 

CMLP

Rooms - 53,57

  • Available to undergraduate students only. These rooms can be booked by the UES in SEB 1001.

Meeting Room - 60 a/b

  • Undergraduate students are not to use any of these rooms at any time.
  • Please DO NOT give out the door code to any undergraduate student for any reason.
  • Student Groups wanting to book a meeting room must book these rooms in the Office 365 Calendar system. These requests will then be approved/not approved by the Dean's office.

Dillon Atrium and Social Spaces

SEB

Faculty/Staff Lounge (2009b)

SEB Classrooms (2094, 3109)

  • Faculty and staff, students and Student Groups wanting to book a classroom must book these rooms in the Office 365 Calendar system. These requests will then be approved/not approved by the Undergraduate Services office.
  • SEB 2094 requires card access at all times, and no food is allowed in the space.

SEB Meeting Room Bookings (2009a, 3102)

  • Undergraduate students are not to use any of these rooms at any time.
  • Please DO NOT give out the door code to any undergraduate student for any reason.
  • Student Groups wanting to book a meeting room must book these rooms in the Office 365 Calendar system. These requests will then be approved/not approved by the Dean's office.

SEB 43

  • Available to MEng students only on a drop-in basis. This room requires card access, which is set up upon admission of the student by the Department.

ThreeC+

Meeting Rooms (2437, 2439, 2445, 2448, 2450, 3445, 3448, 3450, 4450)

  • All meeting rooms are accessible by using your Western ID card (no door codes are necessary).
  • Only the person booking the room will have card access to enter the space.
  • Faculty, staff, undergraduate/graduate students and postdocs can book these rooms using the Office 365 Calendar system.
  • Rooms may be booked for a maximum of 3 hours at a time.
  • All are equipped with a TV screen and the Solstice software so that you can wirelessly connect your device to project on the screen.

Classrooms (1410, 1415, 1420, 1450 and the U/Grad Design Labs 2435, 2440)

  • Accessible by using your Western ID card, but will be open between 7am – 10pm weekdays.
  • Faculty and staff, students and Student Groups wanting to book a classroom must make the request in the Office 365 Calendar system. These requests will then be approved/not approved by Undergraduate Services.

ICLR Board Room (4405), Faculty/Staff Lounge (3405), Atrium and Social Spaces


To book any rooms in the Engineering complex, you must go online using the Office 365 Calendar system. Instructions on how to book the rooms and resources available are located at this link:

How Do I Book Meeting Rooms & Classrooms


For any questions or assistance with room bookings, please contact the ITG Help Desk at 519-661-2111 ext: 88112.