Booking a meeting or event room

All event rooms are managed by FCO. FCO also arranges the coordination regarding the use of spaces.

Request

You can reserve a room through application forms on the Service portal (after logging on). There are several forms available:

1. To reserve a room, optionally with extra services (such as catering), use this form (after logging on to the Service portal) or via Servicedesk FCO (frontoffice.fco@vu.nl or 020-5985777). Tip: If you only want to reserve a room and add catering or other services later, you can use this same form. 
2. If you would like to organise an event (or have it organised for you), use this form (after logging onto the Service portal) or via the C&M's Events team via 020-5986454 or events@vu.nl.
3. To only reserve seperate inventory (such as a whiteboard or poster board) or audio-visual tools (without booking a space), use this form (after logging onto Service portal) or via Servicedesk FCO (frontoffice.fco@vu.nl or 020-5985777). For more information about the process of booking audio-visual tools, consult Audiovisual Centre (AVC).
   

Evaluation of your request

Your request will reach and be evaluated by Servicedesk FCO. This department will check if your request is in accordance with VU Amsterdam's rental conditions and will inform you on the reservation fee. In some cases, Servicedesk FCO can decide to incorporate extra security or decide that coordination of the Events team is necessary, e.g. due to the size or complexity of the meeting, the presence of VIPS or when the event is socially charged.

Check status

You can check the current status of your reservation through the overview My reservations in the Service portal Your reservation will first be assigned the status 'requested'. After the Servicedesk FCO has processed your request and added costs (if applicable), the status will change to 'confirmed'. Only then will your reservation be final! Please note: you will not receive a confirmation via email, but you can check the status in the overview My reservations. 

Changes or cancellations

You can easily change your request by opening it through the overview My reservations (after logging onto the Service portal). Has your request already been confirmed? Then contact Servicedesk FCO to change it. After confirmation, you can change your reservation through Servicedesk FCO. In case of cancellation of your reservation, there may be a charge (according to rental conditions).

Coordination and use of all event spaces is handled by the FCO Service Desk.

Students and Student Associations use the space reservation form. It is not possible to request catering directly with your reservation. To order catering, please use our caterer's ordering site. Please note that food and beverages in education spaces are limited.

Assessment of request

Your request will be submitted to and assessed by the FCO Service Desk. This will assess whether your request fits VU's rental conditions and application criteria, and the reservation fee will be passed on. In some cases, FCO Service Desk may decide that additional deployment of Security is required, for example due to the size/complexity of the meeting, presence of VIPS or socially charged nature of a meeting.

Vrije Universiteit Amsterdam has attractive rooms for conferences, symposia, workshops, and lectures. There are also various accommodations available for receptions and catering. 

The department Events (Communication & Marketing) is there to provide practical help and support when organising an event. For more information about requesting an event including services, please mail to events@vu.nl.

Costs

• Prices event rooms (only available in Dutch)
• Prices lecture rooms
  

Conditions

You can hire a (congress) room, on the condition that the purpose and content of your meeting does not conflict the foundations of VU Amsterdam. Read more about the conditions for renting spaces, cancellations, and the criteria and rules for requesting or using (education) rooms in General room hire conditions.

Photo overview

Would you like to get an impression of the meeting rooms on the VU campus? Please check this complete overview (text in Dutch). 

The Room Reservation and Coordination Desk (CRP) is in charge of coordinating the use of all teaching rooms.

Teaching rooms are used primarily for teaching and examinations. Once the teaching schedules have been finalized, you can reserve unoccupied rooms for meetings, courses or other gatherings. Read more about the terms and conditions below.

Employees of faculties, study associations and student associations submit reservation requests to their own reservations office (the faculty’s Education Office), which then uses a digital room reservation tool to make the actual reservation. Authorization for the use of this tool can be requested via ‘Authorization to reserve teaching rooms’ (see Authorisation for digital requests below).

Service department employees and external parties use the ‘Request form for teaching rooms’ to make reservations. You will receive a response to your request after two working days.

Evaluation of your request

Your request will reach and be evaluated by FCO Servicedesk. This department will check if your request is in accordance with VU Amsterdam's rental conditions and will inform you on the reservation fee. In some cases, FCO Servicedesk can decide to incorporate extra security or decide that coordination of the Events team is necessary, e.g. due to the size or complexity of the meeting, the presence of VIPS or when the event is socially charged.

There are two types of teaching rooms:

• seminar room (abbreviation WG), with loose furniture
• lecture hall (abbreviation CZ), with fixed furniture

Standard equipment in all teaching rooms:

• projector with screen or presentation display
• HDMI connection
• PC with internet connection
• blackboard and/or whiteboard

For more information on the in-room facilities, visit: Facilities in teaching rooms

See the Rules for reserving teaching rooms for reservation conditions and rules of use (only available in Dutch). For example, catering may only deliver coffee/tea to the teaching rooms.

• Price list for teaching rooms
• Additional AV-resources can be requested by contacting the Audiovisual Centre (AVC)
• Room rental conditions

Would you like further information? Please contact the Room Reservation and Coordination Desk:

Tel: 020 - 59 85941 / 59 81402

E-mail: frontoffice.fco@vu.nl

Do you want authorisation to submit online requests to reserve lecture and meeting rooms? Please use this form to arrange your authorisation:

Request authorization online reservation of lecture and meeting rooms

VU Amsterdam counts a number of central conference centers, Forum (Main Building), Salutem (MF building) and the conference center in the New University building. The use of the conference rooms is governed by the Rent Conditions VU. Applications will be processed within 2 working days. The application process parallels that for class rooms – rooms can be reserved by the semester.

Conference Center FORUM (Main Building, internal use)

Forum is located on the first floor (above the ground floor) of the Main Building (1D-corridor) and encompasses 7 conference rooms (Forum 3 to 8), with capacities varying between 8 to 20 persons. Forum has been designated aside for internal use, that is, for VU faculties and service departments. Reserve via Internet Book Rooms.

Conference Center Salutem (MF building, internal and external use)

Conference Center Salutem is located on the first floor (above the ground floor) of the MF Building (1D-corridor) and consists of 3 conference rooms for 14 persons (Salutem 1 and 3) and for 18 persons (Salutem 2). These conference rooms can be used both by internal VU units as well as external parties housed on the VU Campus. Applications are processed on the basis of first come first served; there are no priority measures.

Conference Center New University building

The conference center in the New University building is located on the 2nd floor.

Evaluation of your request

Your request will reach and be evaluated by FCO Servicedesk. This department will check if your request is in accordance with VU Amsterdam's rental conditions and will inform you on the reservation fee. In some cases, FCO Servicedesk can decide to incorporate extra security or decide that coordination of the Events team is necessary, e.g. due to the size or complexity of the meeting, the presence of VIPS or when the event is socially charged.

VU faculties and service departments can reserve rooms via the service portal. You can also request catering through this form. In the service portal, you can see which rooms are available and meet your requirements (such as the building and number of participants). 

Your request will then be evaluated based on the rent conditions. Please note: your reservation will not be final until it has been evaluated and confirmed! You can check the status of your reservation and, after confirmation, the reservation fee, in the overview My reservations. You can also make changes to your reservation or add additional catering. Only make changes to your request if it is still visible in the status. Has your request already been accepted, please contact the FCO Servicedesk (tel: 020 - 598 5777 of e-mail: frontoffice.fco@vu.nl) to request the changes.

For more information about renting a teaching room for incidental meetings, consult the section on teaching rooms on this page. Using a teaching room for other purposes than education, is only possible after the schedules have been finalised and on certain conditions.

Catering

You can order separate catering through the form Request catering (only available for VU employees) or directly on the order website of our caterer. For more information regarding catering orders, please consult the page Food and drinks. Please note that eating and drinking is restricted in teaching rooms.

At VU Amsterdam there are several meeting rooms available, such as Salutem in the MF building and the meeting centre in the New University building. These rooms are also available for rent (please note: Forum is only available for VU employees). 

Students and non-VU employees can use the form Room reservation (only available in Dutch) or directly contact the FCO Servicedesk (tel: 020 - 598 5777 or e-mail: frontoffice.fco@vu.nl). Catering can be ordered separately through the order website of our caterer. Please note that eating and drinking is restricted in teaching rooms.

For more information on renting an education room for incidental meetings, please consult the section on education rooms on this page. Using a teaching room for other purposes than education, is only possible after the schedules have been finalised and on certain conditions. 

Certain conditions apply for booking conference rooms. They can be found in Rent conditions rooms. For more information, please contact FCO Servicedesk (tel: 020 - 598 5777 of e-mail: frontoffice.fco@vu.nl).