UCLU Rooms Bookings and. Speakers

Transcription

1 UCL Rooms Bookings and Speakers Michael Clarke / Louise Howitt (UCL Room Bookings ) Neil Moscrup UCL Security Speakers & Sam Morris and Ross Kelway (Clubs and Societies Centre) UCLU Rooms Bookings and

2 CSC Rooms Bloomsbury Theatre Building Open Monday to Friday 10am -9pm. Saturday 11am-4.30pm Looking at extended Sunday and Saturday opening from September 2 nd Floor Bloomsbury Theatre Conference Room Meeting Rooms 204 and 212 CSC Common Room Open to all but not bookable 1st Floor Bloomsbury Theatre Rehearsal Room

3 CSC Rooms: First Floor Dance Studio Room 101 Second Floor Kathleen Kenyon Room 201 Media Suite 204 (4 Macs) Lewis Building Open Monday to Friday ONLY 10am-9pm Basement Soundproof Room B08 The Venue(Richard Mully Bar) 10am 4pm ONLY. After 4pm reserved for club and soc events: booked online via a Venue Request Form. Above the Huntley Bar Music practise rooms x2

4 Music Practice Rooms Available to all club and society members and UCL students. Bookable one week in advance Media Suite Accounts set up primarily for Media Societies (24hr access) - but access can be requested by contacting the CSC. Storage Room for deliveries CSC reception will contact you to pick up deliveries. AV

5 Our larger rooms have AV equipment. You can hire the CSC projector for the smaller rooms The rooms in the Bloomsbury building also have pianos. Can be booked out by C&S and UCL Students Room Keys need to be signed out from the CSC/Lewis reception, your Student ID is exchanged for the key. Rooms can be booked over the summer during our opening hours, AV

6 CSC Storage: CSC Pigeon holes: every club and society has one, check it regularly. Lockers in Common Room availability can be checked via CSC reception Archery Range South Cloisters Basement Access via swipe card (UCL ID) Costume Cupboard for Arts Societies Lewis Building above the Huntley bar- access is after 12pm. Key needs to be signed out form CSC reception Sports Cages Bloomsbury Fitness Gym Access via padlock code specific to each cage given to presidents and captains.

7 CSC Storage: Queries should be directed to Sam We have very limited space and may not be able to accommodate your needs.

8 Sports Hall Allocations Allocated over the summer. Based on your usage from the previous year Term Time only Sports clubs are given priority as training is a part of core activity. Bloomsbury Fitness Centre Astor College Sports Hall Somers Town Sports Centre

9 How to book CSC Rooms Block Booking Application form sent out at the end of each term to presidents. You can only request up to 6 hours a week If you require space for meetings or classroom based activities please request UCL Rooms. We reserve the right to move your bookings or cancel your bookings if you fail to turn up to 3 consecutive bookings

10 Requesting CSC Rooms: Block Bookings

11 Block Booking in Advance You can t book these time slots

12 Ad Hoc & One Off Bookings: Only Presidents can book rooms Visit the CSC Reception Ring the CSC Reception

13 UCL ROOM BOOKINGS

14 UCL Room Bookings You officially start your tenure as President or Treasurer on 1 st August Room Diaries for UCL spaces for will be available from Early October 2015.

15 Booking UCL Rooms: Only PRESIDENTS can book rooms via the online booking system All presidents must sign a room booking contract Room requests must be submitted at least TWO WEEKS in advance. Rooms can only be requested on a term by term basis Requests not submitted within this time frame may not be processed. Remember to cancel any rooms you no longer need via roombookings@ucl.ac.uk. Failure to do some may result in a fine.

16 Booking UCL Rooms: Book suitable rooms for your activity. Performing societies should not book rooms near offices Rooms can not be booked on behalf of external organisations unless agreed with Room Bookings/ UCLU and a charge for use of space is likely to be made. Not all centrally bookable rooms are open at weekends or in the evening. If there is a specific need for buildings to be open (i.e. for a conference or special event) please contact roombookings to confirm charges.

17 Go to the UCL Estates website

18 UCL Room Bookings Login using your UCL username and password. Once logged in you can search for bookable space and view your room booking history. You can only search for rooms in the current academic year. BUT Clubs and societies are only allowed to book rooms for the current term. Lectures, seminars & tutorials will be booked prior to any student bookings and will take priority

19 Search for what s available Enter date and times Be flexible with the times - adding or detracting 30mins can help you find a suitable room Enter the number of people you expect to attend You can select a building if you want SEARCH

20 Check it has the facilities you want Does it have a computer? Does it have a projector? Can you move the chairs Recheck the capacity

21 Booking a Room If you have not already logged in you will be asked to. Use your UCL user Id and password.

22 All highlighted sections of form must be completed. If your event has an outside speaker, enter their name here other information, such as furniture requests here

23 reference booking id in s if you have a query about your booking. Check times This is not how many weeks you have it for Check which room you ve been given

24 Planning Ahead Always leave at least TWO WEEKS for planning Have an alternative room in mind - a suitable room will be allocated to you if your original request is unavailable Be realistic with numbers attending Think of the AV equipment you ll need & think about furniture Get permission for speakers & get speakers booked in (Union needs 2 weeks notice) working days 09:00-17:00 bookings - during term time are unrealistic because of teaching

25 What furniture do you need & where do you get it from? Do not make unrealistic requests (e.g. requests sent in on the day/eve of your event!) Think about the rooms you re using and the space (e.g. don t drag other chairs and tables into space/rooms that are too small because a suitably sized room was not available).please return the room to the original format at the end of your event. Poster boards are available to hire at 10 each- they measure 2mx1m and can be set up landscape or portrait.

26 Audio Visual Equipment (AV) AV can not be supplied to rooms that do not have it already (e.g. cloisters) The CSC has a projector that you can borrow over night reception. You will need to sign it out The AV department has other portable equipment such as lapel mics etc which can be hired for a fee. Check and plan in advance!

27 The Quad The south side of the Front Quad CAN be booked but we have to take in account : Maintaining emergency access. Traffic-there is no parking in the Quad. Deliveries must be booked in advance with Security-with details of vehicle reg. and driver or they may be turned away. Special events Neighbouring rooms in particular the Library Noise -in particular amplified music during the working day. Small gazebos can be used for events. The Quad/Portico can no longer be used to hang banners advertising your events. Requests can be made to use the railings out 25 Gordon Street.

28 Wilkins JBR This room is currently a canteen/ refectory during the Lower Refectory works. Old Refectory This is a coffee shop during the Lower Refectory works Wilkins Lower Refectory Closed for refurbishment throughout 2015/16

29 Temporary Spaces Main Quad Event Space* * This space does not appear as a bookable space on the website. It can be booked for special events-please contact roombookings in the first instance to discuss your event and possible charges Roof Garden Student Social /Study Space)* *Available to book by UCLU societies from 18:00-22:30pm in the week and from 8:00am-22:30pm at the weekends.later timings must be arranged in advance with Security and charges agreed as appropriate. IOE John Adams Refectory IOE Rooms and Spaces TBC

30 South Quadrangle The area outside Print Room Café is used by UCL and UCLU for small table top stalls and promotional events. Please note due to building works vehicle access is extremely limited. You will need to request tables from room bookings which can be provided if you have suitable rain covers pop up tents. Always return tables to where you collected them from.

31 North and South Cloisters Can t be booked by UCLU societies before 8pm. You must have a confirmed booking, do not presume just because it is empty you can use the space there are often evening lectures followed by receptions in these areas. Remember this area is a thoroughfare and can not be closed off. It is not suitable for music/rehearsals- due to noise affecting the library.

32 Things to remember! The main campus has 24 hr security. Some rooms can be booked beyond midnight but this must be requested with Security at least 2 weeks in advance- there may be a charge for this. Cooking food in UCL rooms and spaces is prohibited. Serving food is not allowed in LTs If supplying food for events, we recommend using Sodexo - otherwise you ll need to clean up after yourselves. Gazebos: UCLU can provide gazebos for stalls Inform UCL Room Bookings if hiring an external Marquee to agree dimensions and location. Remember to complete a risk assessment Leave the room the way it was found. Do not block Fire exits/remove furniture from rooms. *Don t jeopardise your societies room bookings for the future. Security contact numbers & - risk assessment form

33 Cultural Events/Exhibitions/Conferences & Parties These are often large scale events attended by students from other universities and members of the public and require more detailed planning. Allow yourselves enough time to put all arrangements in place and ensure you have completed your Risk assessments and liaised with Room Bookings and Security.

34 Don't Forget!... There are over 250 student societies who will request the same rooms at the same time! UCL Room bookings will book rooms on a first come first serve basis. Room Bookings are happy to discuss any room details or queries you may have about booking rooms, the process of booking rooms and guidance regarding future events. UCL Rooms can only be booked for club and society events. DO NOT BOOK ROOMS FOR EXTERNAL ORGANISATIONS.

35 Catering You can organise it through Sodexo (UCL refectory caterer) or through an external provider it s up to you. If using Sodexo get a quote, Finance will need to check that you have enough money in your account and then the order will placed by us on your behalf. Some UCL Spaces can ONLY be catered for by Sodexo For example in the Main Quad Event Space If ordering from an external caterer follow the usual ordering procedure - details in the how to guides

36 Alcohol on Campus All detailed in the How to Guide. You cannot have alcohol at events in CSC rooms You cannot sell alcohol at events(ticketed or otherwise) in UCL rooms, unless you notify Sodexo who are the license holder for UCL.They must provide a licensed member of staff to cover your event or run a cash bar for you. To do otherwise is a criminal offense. Allow 2 weeks notice to organise this. Non licensed events will be cancelled or alcohol free!

37 Segregation at events Can only occur voluntarily Freedom of speech /documents/uclu_freedom_of_s peech_on_campus_0.doc

38 Speakers External Speakers need to be approved by UCLU You must tell us if you are inviting a speaker or we will have to cancel your event Speaker request form online Please don t send a speaker request without the names of the speakers, event, dates etc there s no point! It will be refused. The request should come to us at least 10 working days before the event. Late requests will not be approved. Non negotiable. UCL students or professors don t count as external speakers You must not advertise a speaker event until it s all confirmed and authorised by UCLU Speaker confirmations(yes/no) ed out once a week

39 Speakers Things to think about: Controversial? Danger of reputational risk to UCL / UCLU / yourselves? Balanced debate or one sided speech? Communication and discussion with UCLU and other interested parties UCLU and UCL can/will VETO speakers if flagged. Applied fairly to ALL speakers within UCL freedom of speech policy

40 Speakers Forms and Policies here: Briefing and further info here: Questions to the CSC in the first instance

41 Any Questions?