FACILITIES SERVICES

Meeting Room Booking Policy

1.Introduction

In order to provide meeting space for members of staff but still allow maximum external income generation from the use of the University’s conference facilities, this Room Booking Policy has been devised to allow a more structured approach to be introduced for booking space for meetings and events.

  1. Room Availability

Student classes are timetabled into teaching rooms via Syllabus +. Thereafter, these lecture rooms and classrooms become available for ‘ad hoc’ meetings and events.

There are also across the campuses a number of meeting rooms which are bookable for meetings and for non-student teaching events.

A small number of these meeting rooms are ‘reserved’ meeting rooms, i.e. not automatically or generally available for standard meetings. These ‘reserved’ rooms are the Castle, Queens and Forth Rooms at Craighouse.

  1. One-Stop-Shop Room Booking System

All meeting rooms and teaching rooms for ad hoc events are bookable with Conference and Lettings, Facilities Services, via the One-Stop-Shop Room Booking System. This system provides one point of contact for staff to book, amend and cancel rooms for internal meetings and events, together with all the facilities associated with such events i.e. catering, AV equipment and portering layout.

Rooms for internal meetings are, as far as possible, allocated according to the purpose and size of the meeting. Bookings will be matched to the correct size of room to make best use of all the rooms which are currently centrally bookable.

The booking form can be found at

Within Facilities Services, Conference and Lettings intranet pages, you will find the following:

  • The booking procedure
  • A list of bookable meeting rooms
  • Details of internal room booking charges and internal delegate rates.

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  1. Meeting Types and Charging Policy

All events being organised by external organisations and who wish to use our facilities should continue to be referred direct to Conference and Lettings.

All meetings and events booked by members of EdinburghNapierUniversity staff will be classified using the following 6 categories:

Meeting Type 1

Edinburgh Napier meeting with majority of internal attendees

Use of ‘reserved’ meeting rooms not required

No room hire charge

Meeting Type 2

Edinburgh Napier meeting with majority of external attendees

Delegates are not paying a fee to attend and funding not available

Use of ‘reserved’ meeting rooms not required

No room hire charge

Meeting Type 3

Edinburgh Napier meeting with large majority of internal attendees

Use of ‘reserved’ meeting rooms required

Internal room hire charge applies

Meeting Type 4

Edinburgh Napier meeting with majority of external attendees

Delegates are not paying a fee to attend and funding not available

Use of ‘reserved’ meeting rooms required

Internal room hire charge

Meeting Type 5

Majority of external attendees

Delegates are paying a fee to attend or funding is available

Event is being run by EdinburghNapierUniversity and advertised as an Edinburgh Napier hosted event

Internal delegate rates apply covering the use of all rooms

Meeting Type 6

Majority of external attendees

Delegates are paying a fee to attend or funding is available

Event is being run by a member of staff on behalf of an external organisation

Full external conference rates apply covering the use of all rooms

Full Conference Office involvement.

  1. Conference and Lettings Support

Where no charges apply to a booking as detailed in paragraph 4, once a booking has been processed and confirmed via the one-stop-shop, no further support or attendance at the event is provided by Conference and Lettings.

Where there is an internal room hire charge, your booking will be passed to an Events Co-ordinator within Conference and Lettings who will ensure that the room is fully serviced and information passed to facilities support including portering, security, cleaning, catering and av. Where internal delegate rates apply, your event will be treated as an ‘external’ event. A full support service will be provided, including attendance at the start of the event to check on agreed arrangements.

A delegate management service can also be provided for such events. Details and charges are available on request.

6.Use of Foyer and Exhibition Space at Campuses

Space in each campus foyer can be booked through the one-stop-shop room booking system. Due to the limited space available at all campuses, only University sponsored events can usually book such space. Under normal circumstances, commercial companies can no longer use the foyer space to sell goods/services to staff or students. Such requests are treated as external events and are offered rooms to hire as appropriate. Where use of the foyer has been agreed as an exception, there will be a charge levied.

Where groups of staff wish to hold an exhibition, either of suppliers of equipment, employers etc and a charge to exhibit is being levied, then there will be room hire charges for the rooms being used.

  1. Use of ‘reserved’ Meeting Rooms
  1. Castle Room at Craighouse
  • Conference and Lettings will retain priority over the Castle Room at Craighouse.
  • There will be a booking charge if a booking is requested more than two weeks in advance of a proposed date for any internal meeting.
  • The room will be released two weeks in advance and, if available, can be booked for internal meetings at no charge.
  • Certain high profile events on the Academic Calendar will be able to have these rooms booked in advance, and be exempt from internal booking charges. Conference and Lettings will provide no administrative support beyond the booking stage.
  1. Queens and Forth Rooms, Craighouse
  • The main use of the Queens & Forth Rooms will be for the Principal and other senior members of staff to provide ‘fine dining’ hospitality, normally in the evening.
  • The rooms will also be available for restricted use by external conferences, weddings etc where there will be Napier staff supervising the use of the room.
  • The rooms will not be available for general staff use for internal meetings.

Facilities Services

Conference and Lettings

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