APPENDIX A

TECHNICAL SERVICES REQUEST

Please contact Robert Lee directly to discuss your technical requirements on

0114 225 4941 or email

PLEASE ENSURE YOU CONTACT TECHNICAL SERVICES NO LESS THAN 14 DAYS PRIOR TO THE EVENT TO CONFIRM YOUR REQUIREMENTS

Student Event / Non student event
EVENT TITLE
(this will be used on venue signage)
DATE / Start time: / Finish Time:
Access required:
Help us to save the planet by being specific with your access times. This will help us to save energy and reduce our carbon emissions.
DATE / from: / To

Remember to book in any technical rehearsals as well - please complete a separate form

Location:
THE STAGE / COMMON ROOM / HUBSPACE / BAR PHOENIX / BOARDROOM / FISHBOWL
External (please provide details)

ORGANISER CONTACT DETAILS:

Group/Society name:
Organiser's name:
Contact number: / email:
Do you require a laptop? / Yes/No / if yes how many? / Location:
Do you require a screen? / Yes/No / if yes how many? / Location:
Do you require a projector / Yes/No / if yes how many? / Location:
Do you require Flipcharts / Yes/No / if yes how many? / Location:
Will there be Live entertainment? / Yes/No / Please specify music type:
Do you have any sound requirements? / Yes/No / Please give full details:
Do you have any lighting requirements? / Yes/No / Please give full details:
Do you require a stage to be set up? / Yes/No / Please give full details:

Standard Event Set Up Details

Event type

/

Set up

/

During

/

Pack down

/

Total

/

No. of Technicians

Basic room booking ( projector, laptop audio) / 30 min / N/A / 30 min / 1 hr / 1
Conference/Presentation (As above plus microphone, lectern, spotlight.) / 1 hr 30 min / N/A / 30 min / 2 hrs / 1
Film screening (The Stage/Common Room) / 1 hr / N/A / 30 min / 1.5 hrs / 1
Awards ceremony etc.* (The Stage) / 3 hrs / 2 hrs / 1 hr / 6 hrs / 2
Party/Club Night* (The Stage and HUBspace) / 2 hrs / 5 hrs / 1 hr / 7 hrs / 2
Drama production/rehearsal (The Stage) / 4 hrs / 4 hrs / 3 hrs / 11 hrs / 2
Any event involving live music performance (The Stage) / 5 hrs / 4hrs / 1 hr 30 min / 10.5 hrs / 3
Any event involving live music performance (Bar Phoenix) / 3 hrs / 4 hrs / 1 hr 30 min / 8.5 hrs / 2
Comedy Event (The Stage or Bar Phoenix) / 2 hrs / 2 hrs / 30 min / 4.5 hrs / 1

*Not including live music

Technical Support Policy

  1. HUBS room/technical bookings should be made AT LEAST 2 weeks in advance to allow technical/catering/staffing/furniture to be arranged.
  2. Off-site technical support (available to students only) must be arranged AT LEAST 4 weeks in advance.
  3. Student Groups/Societies/Teams/Officers should use the facilities available at the HUBS wherever possible. Space at the HUBS being unavailable due to short notice is not an acceptable reason for using spaces off site. Alternative dates and times should be considered first.
  4. Booking forms must be used for both on and offsite technical support, clearly outlining your requirements and activities.
  5. When events are arranged off-site, the Group/Society/Teams/Officers will be charged the current rate for technical staff costs required in addition to the standard event set ups listed above. The staffing cost of site visits, additional risk assessments and transportation of equipment will also be passed onto to the Group/Society/Team/Officer.
  6. Cancellation of Technical Services must be made a minimum of 14 days prior to the event for a refund to be issued. Cancellation later than 14 days prior to the event will result in the full cost of the arranged technical staff costs being charged to the Group/Society/Team/Officer/Organisation/Individual.
  7. Sheffield Hallam Students' Union expect their support to be hired where necessary to operate all of their equipment.

Declaration by the organiser

I have read and agree to adhere to the terms and conditions as set out by Sheffield Hallam Students' Union

I confirm that the above information is correct and that I have the authority to request the services detailed

An electronic copy of this booking form can be submitted. Please tick if the Union can accept the booking form without a written signature. Please note all terms and conditions still apply.

Signature: / Date:
Name - please print in Block Capitals / Student number:
on behalf of: Society / Club / Position held: