Book premises as employee

Here you will find information on how you as an employee can book premises at Karolinska Institutet.

Closure of group rooms and classrooms on floor 6, ANA 8
In the ongoing work to concretize our focus areas, there is an assignment aimed at reducing KI's leased space, and thus reducing premises costs through efficiency and restructuring of existing premises.

Group rooms 6J, 6K, 6N, 6P and 6Q as well as classrooms 6L and 6O will therefore be closed to be developed for other activities.

The blocking of bookings is gradual and will start from 2024-10-14 until 2024-10-27 when it will no longer be possible to book these premises. We would like to refer to the many group rooms and classrooms in ANA 8 and ANA 23 that are available via TimeEdit.

For further information or requests please contact anette.backhumla@ki.se

Booking periods for 2025

Spring semester 2025

The pre booking period for Spring 2025 is January 20 - August 31- 2025.

Deadline for pre bookings is October 27 at 18.00.

From October 28, at 18.00 - December 11, at 12.00, the work of distributing premises for the education is in progress.

December 11 at 12.00 Core opens and everyone can change their schedule entries. You can also start to pre book premises for the next semester (Autumn-25)

The online booking opens on December 11 at 12.00 for booking of Spring-25

Autumn semester 2025

The pre booking period for Autumn 2025 is September 1 - January 18 - 2026.

The deadline for pre bookings is April 23 at 18.00.

From April 21 at 18.00 - June 11 at 12.00 the work of distributing premises for the education is in progress.

June 11 at 12.00 Core opens and then everyone in Core can change their schedule entries. You can also start to pre book premises for the next semester (Spring 2026).

The online booking opens at 12.00 on June 11 for bookings for the Autumn semester 2025

Pre-ordering, scheduling and booking of premises

From VT-23, fixed slot times apply for booking lectures and exams at KI (see decision below). Cost applies to booked time within the Slot times

Slot times lecture

Morning: 08:00-12:00 (booking time 07:45-12:15)

Afternoon: 12:30-16:00 (booking time 12:15-16:15)

Evening: 16:30-21:00 (booking time 16:15-21:15)

Weekend: Full day

More info at: lokalbokning@ki.se

Slot times/start times examination

Morning: 08:15-13:15 (5h)

Afternoon: 14:15-18:15 (4h)

Evening: 19:15-22:15 (3h)

Weekend morning: 08:15-12:15 (4h)

Weekend afternoon: 13:15-17:15 (4h)

More info at: Examination service

The conference rooms in Aula medica in Solna and the conference room Gene in Flemingsberg are removed from the slot times. These premises can be booked freely.

Lecture hall Gene with 50 seats in the NEO building at campus Flemingsberg

Lecture hall Gene Photo: Felix Mollberger

Book premises

Conference rooms in Solna as well as conference rooms and premises in Flemingsberg with less than 43 seats can be booked all year round.

To book a room, your KI-ID needs to be registered in the system and this is currently done manually. Fill in the application form (see below under documents "Ansökan TimeEdit Webbokning") and get it approved by the manager and after that returned to timeedit-support@ki.se. Then go to TimeEdit's web booking so that your ID can be registered and administrators can add the right permissions to your user ID. You will receive an email when this is done and you can start making bookings.

Regarding the premises:

All premises at KI are closed after 5 p.m. and on weekends due to the increased threat level. Contact lokalbokning@ki.se for more information and booking outside office hours.

If you place a booking the same day or later than 3 pm the day before intended use you will need to contact AV-Support, 86413 for Solna and 87775 for Huddinge, and verify the booking so that access to the room can be arranged with.

You also need to contact AV-Support if you decide to leave the room before the end time of the booking so that the doors to the room can be locked again, in order to minimize the risk of theft.

When booking a lecture hall, meeting room or a group room, the booked time should include the time it takes for all participants to enter and leave the room as well as putting everything in the rom back in order.

If you make a booking for several hours at a stretch it is not allowed to make a break in the booking for less than one hour.

Please note that we debit full-time price if you cancel your booking later than 14 days before the booked time.

Book internal meeting rooms in Outlook

There are two types of rooms; rooms managed centrally by the Property and Facilities Office, such as teaching rooms and group rooms, and internal meeting rooms for which are handled by the departments.

How to book meeting rooms in Outlook.

Rules in and around classrooms and group rooms

In recent years, KI has invested heavily in improving and equipping formal and informal spaces for our students. We have thus created good environments for students to meet and interact, group work and self-study. We are proud of this and strive to keep them in good condition and updated with new technologies. In order to maintain this beautiful environment, the following rules apply.