COVID-19 and Room Booking

In-person activity, including events, will resume on campus with no approvals required for activities involving 100 people or less, where alcohol is not served. All activities must follow UM’s health and safety protocols. 

For activities of 100 people or more, or where alcohol is served: 

  • Faculty/Unit-based events will require approval from the dean or unit head.
  • Student-led activities on and off campus will require approval from the Vice-Provost (Students), Laurie Schnarr.
  • All other activities will require an in-person activity request form to be submitted to the COVID Recovery Steering committee at crsc@umanitoba.ca.
     

About Room Booking

Astra Schedule will allow you to search for an appropriate/available space based on your building preference, space, and/or equipment needs.  Rental charges may apply.  Requests must be made at least two business days prior to the date of the activity.**

Please note that room bookings for future terms will not be confirmed until academic space allocations for those time periods have been completed - you will be notified by the building scheduler if this is the case.

Additional Information

  • Room booking coordinators strive to respond to requests within 48 working hours (Monday to Friday), excluding holidays.
  • You will be notified if the space you’ve requested is not available; in some cases, you may have to submit a new request for alternate space.
  • The use of space is dependent on faculty/school policy.
  • Rental fees may be assessed for use of certain spaces; notification of such charges will be provided.
  • Please allow three business days if requesting additional audio-visual equipment (items not already included in the room).
  • The U of M’s Event Day Transportation and Parking Plan will be in effect for Investors Group Field events that draw 15,000 visitors or more to campus - this affects how vehicles can access campus and where they can park.

Step 1 Find available rooms

A) Open the Room Booking Calendar

B) Review Available Rooms

  1. Select the 'Calendars' tab.
  2. Select 'Scheduling Grids'.
  3. At the top centre, select 'Choose Calendar'. You will need to choose either the Bannatyne Campus or Ft Garry Campus Calendar.
  4. Select the desired building from the 'Filter' dropdown list.
  5. You can filter your selection further by selecting 'Day' or 'Week' to view the calendar within different date ranges.
  6. To select a specific date - click on the mini calendar next to the Day/Week tabs, and select your desired date.
  7. Click on the 'Update Results' button to retrieve the calendar for the selected date.

Note: White space on the calendar means the space available

OR

You may follow along in the STEP by STEP guide (with screen captures) to search for room availability.
 

C) Review Room Details

  1. To view Room Details, hover over the circular button next to the building and room number.
    • This will open a window that shows an image of the room, the room type, and technology installed within the room.
  2. Make a note of the following room attributes you have selected, such as;
    • Campus.
    • Building.
    • Room Number (or Room Type if no specific room is requested).
    • Audio/Visual Features included in the room (only if a specific room has been requested).
    • Audio/Visual Features that are not included in the room (ordered separately, please allow three business days for processing).

Note: This information will be required for Step 2.

Step 2 Request a room

A) Required Details

  • The following details will be required to complete your request:
    • Contact Person (name, email, phone number).
    • Group/Organization (name, organization type).
    • Event Information (event name, event type, anticipated attendance, date(s), time(s)).
      • If your booking requires additional time for assembling and disassembling, please include this time in your request.
    • Building and Room (Campus, Building, Room Number or Room Type).
    • Indication of whether or not food will be served.
    • Indication of whether or not alcohol is served.

    • For any of the points above where approval is required, a copy of that approval may be required by the building requested.
       

  • Required Technology/Features:
    • If you are requesting a specific room, you must indicate any technology or room features you require, those of which are not already included in the room, in the "Other Technology and Features" field.
    • If you are requesting a "Room Type" in a specific building, you must select all technology requirements from the list provided on the form and include any additional requirements in the "Other Technology and Features" field.
       
  • Other Notes (such as your preference for a room's configuration).
     

B) After Completing the Form

  • Once you have submitted your form, a summary of the request will appear on the screen.
    • While this can be printed in order to keep a record of the booking, this is not a confirmation that you have booked the room or building.
       
  • The form is automatically directed to the appropriate contact person who will either confirm your request or contact you if the room or building is not available for booking.
    • Confirmations are emailed to the email address recorded on the form.
    • If applicable to your request, instructions will be given to you if you are required to complete any additional actions.
    • Once you have received your confirmation email, proceed to Step 3.
  • Please note that approval may be required by the building in which you have requested to book space.

Step 3 Confirm additional needs

A) Audio-Visual Equipment

  • Review the audio-visual equipment in the room, as recorded in Astra Schedule, to confirm the equipment you require is included in the room.

B) Room Set-Up

  • Review the room set-up specifications, as recorded in Astra Schedule, to determine if the room needs adjustment.
  • If adjustments are needed, please get in contact with the building's scheduler.

C) Catering Services

  • Any events that offer food, beverages, or alcohol must be approved by Conference and Catering Services, or approved by the COVID Recovery Steering Committee.
  • Unless the building contact indicates otherwise, you must visit the Conference and Catering Services website to request catering for your event.

Note:

  • Astra Schedule will allow you to search for an appropriate/available space based on your building preference, space, and/or equipment needs.
    • Rental charges may apply.
    • Requests must be made at least two business days prior to the date of activity.
  • Room bookings for future terms will not be confirmed until academic space allocations for those time periods have been filled.
    • The building scheduler will notify you if the time period and room has been filled.

Support

Are you having trouble with the Room Booking Calendar? Contact the IST Help & Solutions Centre for assistance at 204-474-8600 or support@umanitoba.ca.