How to Book a Room

Who can book a room?

  • Current Faculty of Engineering undergraduate students
  • Faculty of Engineering-approved student clubs or groups


What rooms can you book?

  • Donnadeo Innovation Centre for Engineering (Donnadeo ICE)
    • Donnadeo ICE 1 -
      • 210 meeting room (14 people)
      • 220 meeting room (10 people)
      • 230 meeting room (10 people)
      • 240 meeting room (10 people)
      • 250 meeting room (11 people)
    • Donnadeo ICE 8 -
      • 244 meeting room (8 people)
      • 222 meeting room (20 people)
      • 226 meeting room (12 people)
      • 230 meeting room (12 people)
      • 236 meeting room (8 people)
      • 238 meeting room (8 people)
      • 244 meeting room (8 people)
      • 246 meeting room (10 people)
    • Donnadeo ICE 8A
      • 238 meeting room (10 people)
      • 242 meeting room (8 people)
      • 246 meeting room (8 people)

  • Electrical & Computer Engineering Research Facility (ECERF)
    • ECERF W2-021meeting room (8 people)


What time are the rooms available to book?

The spaces listed above are available to book during the following times:

  • Monday to Friday 7:30 a.m. - 10 p.m.
  • Saturday to Sunday 9 a.m. - 7 p.m.
  • Closed on holidays

Guidelines

  • ECERF W2 room bookings can be made from the add/drop deadline until the end of the academic term.
  • You may book a MAXIMUM of 6 hours per week for the semester (e.g. two three-hour slots, three two-hour slots). Duplicate group bookings will NOT be approved.
  • Rooms are not to be used for studying.
  • You risk losing your booking if you are more than 15 minutes late.
  • Please phone 780-492-0503 or email enggdo@ualberta.ca if your group is unable to meet so we can give your space to another group. If you miss more than three bookings you risk cancellation of your remaining bookings
  • PLEASE leave the room tidy and remove garbage for the next group when your meeting is over.
  • NO FOOD is allowed in the meeting rooms.
  • Requests will be addressed in the order that they are submitted. Rooms will be booked on a first-come, first-serve basis.
Instructions

Step 1: Select a time in your University of Alberta Google Calendar

In your University of Alberta Google Calendar select the date and time that you wish to book. The Event dialog box will open. Click on More Options.

Room Booking Instructions Screenshot


Step 2: Add the title of your booking in the following format: Room number, Club/Group/Project Name

Eg: 1-220 MECE 460 Capstone Group 2 / 1-250 ESS Group Meeting

If your meeting is recurring, you must select the "Custom" option in the drop down menu under the date and time, and add an end date.

Room Booking Instructions Screenshot


Step 3: Click on the "Rooms" option and choose "Include unavailable rooms" from the drop-down menu

Scroll down to "ICE" (for DICE) and click on the arrow to display room selections. In the list, locate the room you wish to book.

In this example, you would choose 1-220.

Room Booking Instructions Screenshot


Step 4: Confirm that your room is available under the "Find a Time" option

The room availability will be displayed. Once you confirm if the room is available, return to the main screen by choosing "Event Details."

Room Booking Instructions Screenshot


Step 5: Add guests

Click on the "Guests" option. Enter all of your group members' emails in the "add guest" location.

Room Booking Instructions Screenshot


Step 6: Click the "Save" button

PLEASE NOTE: You will initially receive an email that states the booking is "Declined." This will be the case until the Dean's Office manually reviews and approves the booking.

Once the booking is approved you will receive an email stating it has been "Accepted". If the booking is not approved you will receive another email stating the booking has been "Declined".

Your booking is not confirmed until you receive the approval email.