Bridget’s Meeting Room – Booking Form

Title of Event:
Date & Time of Event:
Leaders Name:
Number of attendees (max of 20):
Room layout:
(Boardroom – max 16 OR
Lecture style – max 20)
Equipment Needed:
(data projector, flipchart)
Refreshments - tea and coffee
(please indicate Yes/No)
Please provide details of outside catering:

Client Details (Internal Clients only)

Contact Name:

Department:

Address (for invoicing purposes):

Telephone Number:

Email Address:

Guidelines for booking Bridget’s

  • Room charge: £20up to 4 hours and £35 for the whole day.
  • Please complete and email the form to . You must return this form as it confirms your booking.
  • Room availability: Monday – Thursday 9:30–5pm and Friday 9:30–4pm.
  • There is no onsite kitchen so please clear up room after use. You must ensure all rubbish is cleared up and binned.
  • Please let us know if disabled parking is needed and we will reserve you a space (subject to availability)
  • As standard the room is arranged boardroom style with seating for a maximum of 16 people. Alternatively, you can book an extra 30 minutes each side of the event to rearrange the furniture according to your requirements and return it to its original layout before you leave. Two people are required to move tables. Lecture style seating has the capacity for 20 people.
  • No internet access or technical support is available on site. You can request a data projector and flip chart on the booking form, which are available free of charge. You must provide your own laptop. With prior notice, and in advance of the event, you can arrange to access to the meeting room to test your laptop's compatibility with the data projector.
  • DRC staff members will switch the projector off when your meeting has finished.

Cancellation

  • Please contact the DRC immediately, should you wish to cancel your booking, so that we can make the room available to other users.Charges will apply after 1 August 2014 if event is cancelled in 24 hours or less

Before the event

  • You can request tea and coffee on the booking form, which is a £12 flat fee. We will invoice your department at the end of term. Water is available from the dispenser in the room, free of charge. You can book refreshments from an alternative supplier, to be delivered to the room. Please inform us of the supplier's name and delivery time on the booking form.

On the day of the event

  • You are welcome to rearrange the furniture, provided you return the room to its original layout before departing. If available, DRC staff will be happy to demonstrate the most appropriate way to lift and stack tables, but they will not be able to move the furniture for you.
  • Please keep the fire exits and the accessible push buttons for activating the fire exit doors free from obstruction.
  • When setting up audio-visual equipment, please do not trail cables over hot radiators and please use cable protectors (you will find them in the room).
  • Please familiarise yourself and the event attendees with fire drill regulations. There are two fire exits from the room, one leading to the main entrance to Keynes House and the other to the rear. The fire meeting point is on the lawn in front of the Judge Business School.
  • Toilets are located to the rear of Keynes House and can be accessed through the rear door of the meeting room, to the left, through the double doors and at the end of the corridor. There is an accessible toilet at the entrance to Keynes House.
  • If ordered on the booking form you will find tea and coffee available in the room. Please use the water dispenser for hot and cold water.
  • Please leave the room as you found it: return furniture to its original layout, switch off equipment, bin rubbish, clear up any spillages, close windows, open curtains and turn off lights.
  • Please notify the DRC of any broken or faulty equipment before you leave.

After the event

  • We will invoice your department at the end of term. If you book the meeting room for more than one event in a term, we will total the charges for them all onto one invoice and send it to your department at the end of term.
  • If you booked refreshments from an alternative supplier, we will forward you any invoices/delivery notes delivered with the refreshments.
  • In the event that the room and/or equipment are used improperly, we will inform the event organiser, via email, within two working days of the event. Should the room be misused at a subsequent meeting, we will not accept further bookings for the same event, organiser or leader.