Amnesty International UK
HRAC Booking Form
Terms and Conditions
- A deposit of 20% of the room hiring rate is required upon confirmation of booking. Please refer to page 6 for payment methods, and cancellation terms and conditions
- Please send a copy of the event program and list of attendees to at least 2 working days before the event.
- The specified room hire rate includes one hour set-up/rehearsal time. Any excess time will incur extra charges.
- Where required, AV technicians must be booked at least 1 month prior to the event. Detailed notes on specific AV technical requirements must accompany the request.
- Signage for promotional and directional purposes must only be displayed as agreed with Amnesty Facilities Management and in conjunction with the design team.
- The event organizer is responsible for all allocated rooms during the period of the booking; any damage to the rooms or their contents incurred as a result of the client or their guests will result in a charge to remedy such damage.
- AIUK does not accept any responsibility or liability in respect of loss or damage to any property or equipment brought onto the premises.
- Any orders for catering must be placed at least 1 week prior to the event and any alterations require 48 hours’ notice. Cancellations prior to 24 hours’ notice will incur 100% cancellation charge.
- You may not use the name Amnesty International, AI logo, or Protect the Human logo without written permission from AIUK. Photographs may be taken with the permission of the AIUK Duty Manager.
- On-site parking at the HRAC is available only for blue badge holders.
- Where visitors are under the age of 18, AIUK must be informed and a risk assessment for the visit carried out.
- We do not have any crèche facilities at the HRAC, we cannot accommodate children safely in the HRAC.
- Visitors are restricted to the ‘public areas’ only (auditorium, reception, seminar room, conference room, reception area, circulation area, cloakroom and WC facilities on the lower ground floor).
- The HRAC will not be liable for any booking cancellation if this is caused, or contributed by, breakdown of machinery, power cuts, fire alarms , fire, riot, war, terrorist acts, government regulations or Acts of God.
- An invoice for the outstanding amount will be issued after the event with a 30 day payment requirement.
Organisation: / Event Organiser: / Time of Event(start and finish): / Date of Event:
Email: / Telephone: / Address:
Title of event: / No. of Attendees: / Please specify if you have delegates with any special needs:
Room / Lay-out / Capacity / It / Av
Auditorium
large hall suitable for conferences, film screenings, panel discussion etc. The room is equipped with a moveable wall that makes it extremely flexible. / ½ raked seating (theatre style) / 112 / Projector
Screen (4m*3m)
PC
Multi-region DVD player
Microphones (static and roving)
Lighting
Sound system
½ seating (on floor level) / 115
Full raked seating / 250
Full Empty / 400
Cabaret Style (minimum 2 weeks notice) / 110 / Please note that you may incur in extra charges, such as furniture hire and set-up fee
Action Room 2 - off auditorium (contains tea & coffee making facilities)
Garfield Weston Action Room – off auditorium / Boardroom / 14 / PC
46” Lcd Screen
White boards and Flipchart stand
Rows of chairs / 25
Standing / 30
Sigrid Rausing Seminar Room (3rd Floor)
Medium sized space, suitable for large meetings. Access via lift only / Boardroom / 30 / Projector
Screen
PC
Multi-region DVD player
Sound system
White boards and Flipchart stand
Rows of chairs / 50
Cabaret Style / 30
Conference Room
(Mezzanine Floor)
Medium sized space, suitable for large meetings. / Boardroom / 22 / Projector
Screen
PC
White boards and Flipchart stand
Rows of chairs / 45
Cabaret Style / 30
Trade Union Room
(3rd Floor)
Ideal for small meetings, or as a breakout space for meetings in the Seminar Room / Boardroom / 10 / PC
46” Lcd Screen
White boards and Flipchart stand
Rows of chairs / 20
Technical Support
Please Note:
- If you wish to use a Mac, please bring along a VGA adaptor.
- Presentations can either be on memory stick, CD, or sent in advance to
There are three levels of technical support available:
Zero: No Charge / The duty manager will show you how to operate the equipment and will be at hand should something go wrong
Basic: £ 100(Evening events only) / The duty manager will be in the room during the event and will take care of all the technical side
Advanced: (approx. £250 per 8hrs): / An external AV technician will be called in to run the show. (Recommended only for complex events)
Catering
We have in house facilities to provide tea and coffee .For food, if you would like to give an indication of requirements on the table below and we will forward you
a quote from our preferred caterers.
Item / Number / Time(s)Tea and Coffee
Sandwich & Fruit
Cold Finger Buffet
Cold Fork Buffet
Please note: By preference food will not be served in the Seminar room; lunch and refreshments will be served in the lower ground floor circulation area if available
Our preferred caterer is a local company, Limoncello. If you wish you can use a different company, however proof that they are registered with the local authorityEnvironmental Health Department must be sent to the Events Manager at least 2 weeks in advance.
Additional InformationIf you have any additional notes, queries or concerns, please add them here:Hire rates and new discount bands from 1 January 2014
Room hire rate / 1/2 day / full day / evening
A / B / C / D / Commercial / A / B / C / D / Commercial / A / B / C / D / Commercial
Auditorium / 135 / 315 / 450 / 900 / 1,100 / 210 / 490 / 700 / 1,400 / 1,800 / 154 / 359 / 513 / 1,025 / 1,250
Conference Room / 26 / 61 / 88 / 175 / 220 / 48 / 112 / 160 / 320 / 410 / 45 / 105 / 150 / 300 / 380
Seminar Room / 26 / 61 / 88 / 175 / 220 / 48 / 112 / 160 / 320 / 410 / 45 / 105 / 150 / 300 / 380
Action Rooms (each) / 11 / 25 / 35 / 70 / 120 / 20 / 47 / 68 / 135 / 220 / 15 / 35 / 50 / 100 / 180
Trade Union Room / 11 / 25 / 35 / 70 / 120 / 20 / 47 / 68 / 135 / 220 / 15 / 35 / 50 / 100 / 180
Organisation / Income / Band / Discount
Charity / <£200K / A / 85%
Charity / £200K - £1mil / B / 65%
Charity / £1mil -£5mil / C / 50%
Not for profit organisations and non-registered charities / C / 50%
Charity / >£5mil / D / none
DEPOSIT & CANCELLATION
- The deposit will be refunded unless the event is cancelled with less than a month notice.
- A fee worth 50% of the room hiring rate will apply if cancellation occurs with less than two weeks’ notice.
- The full rate will be charged if the event is cancelled with less than 48 hours’ notice.
The Deposit can be paid via:
1) Bank Transfer (please, add a narrative so that we can quickly identify it)
Account name: Amnesty International, UK Section
Account number: 50000872
Sort code: 08 02 28
Bank: The Cooperative Bank
2) Credit/Debit Card
Name: / Card Type: / Card Nr.:Valid From: / Expiry Date: / Issue no. (switch only)
3) Cheque (payable to Amnesty International UK)
Please send the slip below together with your cheque.
Organization______Name of event organizer______
Date of Event______
Cheque for £______
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PROTECT THE HUMAN