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Conference Office Event Services - Room Booking Charges
Charges are applied to room hire for external and
internal clients when a proposed event is deemed to be commercial. The following
guidelines and conditions of booking are designed to assist staff in deciding whether an
event will be deemed commercial or part of normal University business.
Commercial Events
The Conference Office charges room hire to all external
organisations when organising a commercial event. A booking is commercial when delegates
are required to pay to attend, or the event is being organised for an external
organisation.
Charges will also apply for
rooms booked by staff when delegates are required to pay to attend, or the event is being organised on behalf of an external organisation. Internal clients will, however, benefit
from a discounted rate (50%) with the same standard of service as external clients. Where
it is considered that there are tangible benefits (such as increased admissions), to the
University in staging an event, which outweigh the hire charges, then consideration may be
given to the waiving of these charges. Requests for waiving charges will be considered in
the first instance by Eleanor Totman.
Conditions
Any booking whether term time or vacation and which contains a
commercial element (however small) must be booked via the
Conference Office, not
the
Central
Timetable Office. A commercial element is deemed to apply where delegates are
asked to pay to attend an academic activity or any event that is not directly linked to
the academic activities of the University; i.e. booking for an external club, society or
professional organisation by a member of the University. Any booking made internally by a member of staff for an
external group will receive a 50% discount on the normal Hire Charges.
These conditions apply to all University rooms, including departmental
rooms and private offices, and protect the individual in the event of
an accident or emergency.
Procedures
The client must contact the Conference Office to check room availability and to ensure that the booking will not conflict with any other
University business at that time. If a suitable room is available, a
booking form must be completed. The client will be asked to specify the purpose of the booking:
- Name of group/department/organisation that is organising the event
- What is the nature of the event?
- Is event open to the public and/or external students?
- Is there an external speaker?
- Are attendees being asked to pay?
- Are children attending the event? (There are special rules
relating to children in University buildings).
- Is catering required?
- Are Audio Visual facilities required?
- Are any VIPs attending?
If the booking is considered commercial, the Conference Office
will assist with the planning, sign-posting and, if necessary, staff presence at the
event. Advice will also be given on such issues as licensing, fire precautions, safety,
access and car parking.
Booking
Please contact Lisa Vincent in the
Conference Office on 01206 872370 or e-mail lvincent
to make a booking.
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