Werneth House Education & Training Centre Centre & Room Hire 2014-15 0
Werneth House Education & Training Room & Centre Hire Guidance Thank you for considering Werneth House Education & Training Centre for your event. Here at Tameside Hospital NHS Foundation Trust we have an excellent training centre which is used for the Trust s education and training activities. The facilities are available to hire by our partners, professional bodies, training organisations and other external users as a conference and training venue. The Centre cannot be used for internal staff meetings and must be used for education and training purposes. Our Centre is open Monday to Friday 8.30am until 4.45pm. We are able to take bookings for extended hours, into the evening and at weekends by arrangement. The facilities are most suitable for weekend study schools and professional groups. Whatever your occasion; a formal board meeting, training event, staff briefing or team events we have a range of facilities which include audio visual equipment which will enhance your presentations. In most meeting rooms there is natural light and a professional ambience creates the right environment. In addition, in view of our location we have a number of rooms that house specialist clinical teaching equipment which are available to hire. The Centre is also able to offer such training to other organisations and brief details are provided in this guidance document. The Education & Training Centre Reception Team are able to provide further guidance and assist you in your enquiry. When you reserve a room within the Centre, the Team will be dedicated to ensuring that your event runs smoothly and we will be there to assist with your requests throughout the day. Please contact the Team on 0161 922 4203 or et&dreception@tgh.nhs.uk for more information. 1
Werneth House Education & Training Centre Facilities The Werneth Education & Training Centre has a number of rooms which can accommodate groups from 6 to 100 delegates. There is the flexibility to arrange your requirements within our multipurpose centre for example; the Centre has a couple of rooms that are adjoined for events that require a presentation and breakout area. All our rooms have a laptop and projector which is included in the hire rate. The Education & Training Centre Reception Team will discuss your equipment needs and will confirm any requirements on receipt of a booking form. We are also able to set up your room in the desired layout and you are asked to consider this when booking as this may require a different room to create the right environment. We are able to arrange this ahead of the event; however our Team are not permitted to move furniture on the day. Organisers are asked to request exactly what is required at the time of booking and ideally arrive ahead of the event start time to check the equipment and room layout The Centre is accessible, with a ground floor reception and there is a lift to the lower ground and first floor rooms. Special equipment or any adjustments must be discussed when making an enquiry. The building has air conditioning and a number of rooms have good natural day light. Please note that during core opening hours, access to the ground and first floors in controlled via the reception staff. Access to the lower ground floor is available after 8.00am. Within the Centre is a small informal meeting point which provides an area for delegates to take a break and network. We also have a dining room facility should your event require a more formal setting. The Centre is also able to offer clinical skills training and has fully equipped rooms; a clinical skills laboratory, resuscitation training facilities and a room dedicated to manual handling training. A small IT Training Suite is also available which has personal computers and an interactive whiteboard. There is a video conference room which is currently available on an internal basis. The Trust has a strict policy of memory sticks not being permitted for internal users. Internal / external users are asked to alert the Centre Reception Team of presentation requirements with a minimum of 24 hours notice. 2
Werneth House Education & Training Centre Room Hire & Equipment Costs Room Maximum Capacity Equipment Full Day Half Day Hourly Lecture Theatre (LG03) Ground Floor Room (G40 + G41) Dining Room / Kitchen (G38) First Floor Room (F27 + F28) Ground & First Floor Rooms (G39; G41; F10) Lower Ground / Ground Room (LG01; G40) First Floor Rooms (F27; F28) First Floor Room (F20) Specialists Rooms Resuscitation Training Room (LG02) Clinical Skills Training Laboratory (F33) Manual Handling Training Room (F01) IT Suite (G21a) 100 A superb purpose built lecture theatre with full AV Equipment and wireless capability 220.00 115.00 40.00 45 Laptop / Projector 110.00 60.00 20.00 35 Table seating for the maximum number, hot plate and access to a kitchen with a commercial 100.00 or 25 to hire if 55.00 20.00 microwave for catering dept. use additional room only for reheating food. booked for full day 30 Laptop / Projector 100.00 55.00 20.00 25 Laptop / Projector 95.00 50.00 15.00 20 Laptop / Projector 90.00 50.00 15.00 15 Laptop / Projector 85.00 45.00 15.00 10 Laptop / Projector 80.00 45.00 10.00 20 A room set up with technical equipment for resus training. Laptop / Projector 15 A room set up for clinical training. Laptop / Projector 180.00* 95.00 30.00 150.00* 80.00 25.00 15 A room set up for manual handling training. Laptop / Projector 150.00* 80.00 25.00 6 6 PCs and an interactive whiteboard 100.00 60.00 20.00 * 50 reduction on full day rate if room used only. Please note that there will be costs for any additional support requested. Rates as at March 2014. Please refer to page 6 for our booking form. Terms and conditions including cancellation are provided on page 7 There are a number of rooms available to hire and the Team will be pleased to show prospective users around the Centre. The maximum capacity is for guidance and is based on the preferred layout to maximise the size of each room. The room hire costs below are based on a room that will accommodate the number of delegates and hire charges if they include additional support are plus VAT. A full day constitutes 8.30am until 4.45pm and a half day is for am and pm use. Should an event close mid-afternoon or run over the lunchtime period the full day hire will apply Discounts / Special Rates For local NHS users they are encouraged to contact the Centre Reception Team to discuss requirements and are usually entitled to a 20% discount on the room hire costs. External organisations are required to pay the full hire charges quoted however organisers may qualify for a 3
discount for block bookings as follows; booking 5 days or more in the Centre a 10% discount on room hire costs and for organisers booking 10 days or more in the centre a 20% discount on room hire costs. Charges for community groups and partners organisations are at the discretion of the Centre Manager and may be eligible for a special rate for larger events and for weekend study schools and professional bodies that require a number of rooms, the Centre Manager is happy to discuss charges. Equipment Costs & Support Our Lecture Theatre is fitted with high quality audio visual equipment, wireless capability and is suitable for professional presentations using a number of visual aids and materials. It provides an excellent facility for a high impact event that needs sound and projection. All rooms have a flip chart and paper provided together with a projector and screen. Within some rooms there are LCD screens, wireless capability and internet access. Organisers are asked to confirm requirements at the time of booking. Equipment request require at least 24 hours notice and should really be confirmed at the time of booking. The Centre Reception Team may suggest a larger room to accommodate your requirements and the appropriate cost will apply. During Centre opening hours, an Audio Visual Technician is available free of charge to assist with technical issues during the day. Our reception is covered core hours and for cover outside of this time it may be arranged and organisers should ask for details at the time of enquiring. For AV outside of core hours, clinical skills, resuscitation and manual handling training additional specialist support at an agreed rate either a Clinical Skills Facilitator or Technician is available and please ask for details. Catering / Hospitality / Day Delegate Rate During core hours, Monday to Friday is a Costa Coffee, a restaurant and 2 volunteer run tea bars which many existing Centre users take advantage of on the hospital site. A drinks and snacks vending machine is situated in the Meeting Point which has informal seating for approx. 20 delegates. For internal events, organisers should contact the Catering Department to book refreshments and the catering request form is available on the Trust Internet Site. For external events our catering department is able to provide a more bespoke service including dietary requests. Organisers are able to contact the Reception Team or Catering Direct. The Reception Team will provide external users with a catering request form and details should more specific requirements such as special dietary needs be requested. For convenience the Centre is able to offer a very standard day delegate rate for external events which is available which includes room hire at a cost 20 per person. The day delegate rate includes 3 servings of tea / coffee and biscuits, a standard working lunch and water. The Dining Room is available for hire as a meeting room or at a very special rate if booked with another room and there is a small kitchen available. Should organisers wish to arrange for external catering and not use the hospital service they should advise the Centre Reception Team at the time of enquiry. Travel / Hotels / Car Parking The Centre is situated just 8 miles from Manchester and is accessible from the M60 clockwise / anticlockwise. Bus and train stations are in the locality. There are a number of hotels in the area if accommodation is required. Free car parking is available in nearby streets provided there are no resident permits etc. As with most venues car parking is paid for via the ticket machines located on the Trust car parks. A multi storey car park is right next to the Centre for very easy access and has a lift to all floors. The costs for car parking as at the time of producing this guidance is 0-1 hour 2, 1-2 hours 3.00, 2-4 hours 4.30 and over 4 hours 6. 4
Werneth House Education & Training Centre Clinical Skills Training A portfolio of specialist clinical educational programmes is available through the ET&D Team. For your convenience, this training is available here at Werneth House which is accredited and has dedicated rooms. We will be pleased to discuss your exact requirements to design and deliver bespoke packages internally and externally which includes providing training at your own premises Resuscitation Council (UK) accredited: Advanced Life Support course (ALS). Immediate Life Support course (ILS). Paediatric Immediate Life Support course (PILS). Resuscitation courses following current Resuscitation Council (UK) guidelines and standards: Basic Life Support course (BLS). Basic Life Support and the deployment of an Automated External Defibrillator. Emergency First Responders course. Dental Surgery Medical Emergencies. CASteach scenarios. Health and Safety Executive 1 st Aid at Work Courses: Full First Aid at Work course. First Aid at Work re-qualification course. Emergency First Aid at Work course. Clinical Skills: Venepuncture course. Intravenous Therapy course. NG tube placement and management course. ECG recording and Rhythm strip interpretation. Care of central lines course. For more information please contact Christine Kershaw on 0161 922 4056 or Geoff Pogson Lead Resuscitation Officer on 0161 922 4230. 5
Werneth House Education & Training Centre Hire / Room Booking Form (By completing this form you are agreeing to the T&C stipulated in Page 7) Date of Event (s) Internal Event Number of Delegates External Event Title of Event Event Organiser E mail Address Telephone Day Telephone Mobile Address For internal booking please provide Department details Invoice Address (If different) together with purchase order number Additional Rooms Required For external if different to above please provide invoice address together with purchase order number Please confirm at the time of enquiry / booking and a minimum 24 hours notice is required. Training / Presentation Equipment Please confirm at the time of enquiry / booking and a minimum of 24 hours notice is required. Special Requests Which includes adjustments Please confirm at the time of enquiry / booking and a minimum of 24 hours notice is required. Room Layout Please use guide on Page 8 Organisers are asked to outline requirements at the time of enquiry / booking and a minimum of 24 hours notice is required. Rooms are usually set up to maximise the use and numbers accommodated and different layouts can reduce the capacity. Organisers are asked to outline requirements at the time of enquiry / booking and the Centre Reception Team are able to provide details and advice. Please note that boardroom style is not available in the lecture theatre. Catering ***For Centre Reception Use Only Please specify below the hospitality required Dining Room Yes/No Catering (additional 25 as per Please contact price list) Kath.Ward@tgh.nhs.uk for menus and booking Date Booking Date Booking Received confirmed Date Booking Amended By Amended Date Booking Cancelled By Cancelled Yes/No 6
Werneth House Education & Training Centre Booking & Hire Terms & Conditions Bookings - Acceptance of a booking means organisers and their users have read understood and commit to the Werneth Education & Training Centre Guidance together with these booking and hire terms and conditions. External bookings will be charged as per the hire charges in addition to any other services. Please check the current rates at the time of enquiry. Provisional booking enquiries should be sent via email to the ET&D Reception Staff. Bookings will only be confirmed on receipt of fully completed booking form. A full cost will be agreed and invoiced after the event and VAT will be payable. The Centre reserves the right to alter a booking, this may occur in the rarest of circumstances and the Centre will offer an alternative room which will be suitable. Should this happen the Centre will provide a notification as soon as possible. Discounts / Special Rates - Charges for community groups and partners organisations are at the discretion of the Centre Manager and may be eligible for a special rate. For local NHS users they are encouraged to contact the Centre Reception Team to discuss requirements and are usually entitled to a 20% discount on the room hire costs. External organisations are required to pay the full hire charges quoted however organisers may qualify for a discount for block bookings as follows; booking 5 days or more in the Centre a 10% discount on room hire costs and for organisers booking 10 days or more in the centre a 20% discount on room hire costs. For larger events and for weekend study schools and professional bodies that require a number of rooms, the Centre Manager is happy to discuss charges. Cancellation Charges - To support other users and ensure the Centre operates with optimum efficiency, Organisers must advise the Centre Reception Team if they need to cancel their room booking in writing or by e mail. This applies to internal and external bookings. A confirmation e mail will be sent by the Centre Reception Team to confirm the cancellation to the organiser together with a summary of any costs that are outstanding. A telephone call will not be accepted to cancel a booking. For external bookings a cancellation charge will apply as follows; 4 weeks advance notice of cancellation will incur no charge, 2-4 weeks will incur a 50% room hire charge and less than 2 weeks full room hire charges will apply. Should the day delegate rate apply it is the same scale. Please note that catering requests, organised direct will incur the same cancellation charges. Advance Notice of Requirements - The Centre is unable to provide a portering service, therefore any user who needs heavy equipment moved or who require additional furniture on the day must make arrangements. Internal users should take the necessary steps to make arrangements by booking a porter. Should users arrange for any furniture to be moved, arrangements must be made to replace the furniture accordingly to the room plan provided, which is displayed on the wall in each room. The building is fully accessible, has a lift and for any requirements and special equipment, organisers are asked to advise reception at the time of enquiry with a minimum requirement of 24 hours. Security - All Tameside Hospital staff should wear their ID badges whilst in Werneth House. The Centre operates an electrical door locking system to access certain parts of the facility. The main door opens at 8.00 am and prior to this time, arrangements must be made via the Centre Reception Team to gain access. Delegates and users are asked to report to the Centre Reception Team and room keys may be collected from reception and signed for by the meeting organiser on arrival and must be returned at the end of the session. All rooms must be locked during breaks if they are to be left unattended. Fire Safety - A comprehensive fire safety plan has been developed within the Centre. Signage is situated throughout the building as an aid memoire to users. Fire alarm panels are located on the ground floor opposite Central Reception and opposite the staff room to assist the Fire Brigade in locating any such fire. All organisers have responsibility to ensure that all users enter / leave the building and are informed of fire safety. Outside of core hours arrangements will be made with the organiser to ensure that delegates are fully briefed on fire safety particularly out of core hour requirements. The fire alarm is tested every Tuesday morning and is recognised by a short burst of alarm bells ringing. In the event of a fire the alarm bell will sound with a continuous ring. Staff and users should leave the building via the nearest fire exit and congregate in the car park beside Darnton Building which is at the bottom of the hill behind the Centre. Out of Hours - The Trust s Security Department will be responsible for ensuring the building is made secure. Users occupying the Centre out of hours must inform the Security Department on extension 6688 arrival and departure to the Centre. A telephone is available in the entrance foyer to make internal telephone calls. Users of the Centre out of office hours may be provided with a visitors pass to gain access through the electronically locked doors. These passes must be signed for and handed back to reception at the end of the session. All rooms must be locked at the end of the session and all windows must be closed and lights switched off. All equipment should be switched off. It is the Meeting organiser s responsibility to ensure this is carried out. Special Request - Users should refrain from using blue tac to put posters on walls; flip charts and notice boards are provided for this purpose. Internal users are not permitted to use memory sticks which are strictly prohibited and must e mail presentations to ET&D Reception. Advanced notice of 24 hours will be required to upload presentations. External Users are asked to discuss presentation requirements with the Centre Reception Team. The centre is not able to offer photocopying service therefore users are responsible for their own photocopying prior to arriving in Werneth House. Data Protection - It is the responsibility of the organiser present at a session to provide adequate protection of data including removal of any sensitive information e.g.; patient case notes at the end of the session. Information loaded on to laptops for teaching purposes should be removed at the end of the session. Internal and External Users must follow the Trust s Information Governance and IT Policy. Medical Emergencies and First Aid interventions - First Aid boxes are located in the Centre Reception Team, the main kitchen next to the dining room and in the AV Technician s Office. During core opening hours a list of the Centre s First Aid Providers is displayed in the main reception. All incidents must be reported using the incident reporting system, and the Lead Resuscitation Officer notified so that first aid equipment can be checked and re stocked. In the event of a serious medical emergency, the Hospital crash team should be called on 2222. The resuscitation equipment is located in the main reception. If possible alert one of the resident nursing staff who may be able to provide immediate life support interventions. Out of Hours organisers should contact the Security Department and at the earliest possible opportunity alert Centre staff to any issues that have taken place.. Telephones - The centre can be busy at times and all users must as a courtesy to staff working in offices in the Centre and others users we ask that mobile telephones are on silent or vibrate. We request users not to enter offices to make or receive telephone calls, answer bleeps etc. Telephones are available on each floor to make and receive internal calls. Smoking - Organisers are reminded that the Hospital is a no smoking site and must advise all users that it isn t not permitted to smoke anywhere near the building, car park or any part of the hospital site. 7
Room Layout Guide Please identify how you would prefer your room to be laid out. Refer to Terms and Conditions on Page 7 regarding amendments to original room booking. 8