Hoteling Space

What Are Hotel Spaces?

Hotel spaces are desks or partitioned cubicles that can be reserved by KU employees who do not have a designated workspace on campus due to their status as a hybrid or remote employee. Details on how to reserve a space, where the spaces are located, features/attributes of each space and general use guidelines can be found below.

How to Reserve

Before making your room reservation, make sure you’ve already identified which room best meets your needs by exploring the hoteling spaces directory below. Once you’ve determined which space you would like to reserve, follow these steps to make your reservation:

  1. Open Outlook.
  2. Select New Items and choose New Meeting. Make sure you do not reserve the room as an All Day event. Reservations should be made for a set number of hours for that particular day. [View screenshot]
  3. Switch to Scheduling Assistant view within the meeting request. [View screenshot]
  4. Choose Add Rooms to select your meeting room. [View screenshot]
  5. Select All Hoteling Spaces from the Address Book menu. [View screenshot]
  6. Select the hoteling space you want to reserve in the room finder window, double click the selected space, and then click OK.
  7. Complete your meeting request and click Send.


Reservation Guidelines

  • A reservation is required prior to use.
  • Rooms may be reserved by the hour, for up to 12 consecutive hours.
  • Hoteling spaces are intended for sporadic use. Reservation requests consisting of multiple, consecutive days should be sent directly to for further assistance.
  • Reservations are on a first come, first served basis.
  • Reservations may not be made more than one month in advance.
  • Hoteling spaces do not “belong” to a specific unit or department and are available for reservation and use by all KU employees of the Lawrence and Edwards campuses, regardless of location within a unit, building, department or school.
  • If a particular room with a unique feature (i.e. ergonomic keyboard) is reserved by someone else during the time you need it, please send an email to for assistance.
  • Reservations are subject to change due to unforeseen building issues, accommodation needs and other extenuating circumstances. In these instances, you will be contacted by a hoteling space coordinator in advance of your reserved time to assist you in adjusting your reservation.

General Space Information & Guidelines

  • Please do not leave any food or drinks in the space at the end of your reservation period. If you do eat in the space, be sure to disinfect the desk or table when you leave.
  • Please clean the space and remove all personal items after each use.
  • IT and room resource information can be found within each hoteling space.
  • Please be considerate of individuals whose personal offices may be located near your hoteling space.
  • There will be a physical copy of the Equipment Connection Instructions (pdf) at each hoteling space.

Hoteling Spaces Map

Find the exact location of hoteling spaces and other unique campus resources on the KU Smart Campus map. Specific features within each of those hoteling spaces are listed in the table below.

Hoteling Space Directory & Search Tool

Room attributes and photographs of available hoteling spaces on campus can be found below. Use the search tool to determine spaces that meet your specific needs.

Hoteling Space Search