Guidelines for Room Booking and Usage

Booking of Rooms

 When booking a room certain information will be required.

-          Course title

-          Running times

-          Set up time (max 30 minutes unless you are able to justify longer)

-          Contact name, number and email

-          Number of participants

-          Type of participants e.g. University, NHSG, public

-          Requirements such as tables for catering, pin boards, 213/214 partition open or closed

-          Presence of any sponsor or company reps

-          If appropriate details for invoicing (charges may be applicable for bookings for any outside groups or agencies and those with income generation from delegate charges or sponsorship)

Bookings for designated areas will be controlled by the appropriate staff associated with these areas. However general enquiries or those unsure of which rooms they may require should be directed to the Receptionist - Carole Skinner (7786) or Building Manager - Arlene Ray (7754) who will assist or disseminate as appropriate.

Bookings can also be made through the University outlook system or online at http://www.abdn.ac.uk/suttie-centre/rooms/request.php . If booking this way please ensure you include all information listed above. Rooms should be booked to include set up times with running times in the additional information. However please do not attempt to book the lecture theatre in this way. If you are unsure of which room to request please contact Receptionist - Carole Skinner (7786) or Building Manager - Arlene Ray (7754).

Core users' bookings will take priority however booking information is visible on line with descriptions and unbooked accommodation will default to Suttie centre control within the next 90 days when it should be available to all users for teaching and learning if required. Prior to this, requests falling out with core use will be dealt with by negotiation with core users. Requests for activities which are not directly teaching or learning will be dealt with at the discretion of the building manager but it should be noted meetings will normally only be accommodated within a 28 day window.

Prioritisation of Events

University Exams will take high priority in the Clinical Skills Centre and rooms primarily associated with the University over other events. Steps will be taken to minimise any impact on NHS training. When essential to allow such degree examinations to proceed, some use of rooms primarily used for NHS training may be negotiated approximately 1 year in advance.

External post graduate exams will not take priority, but can be arranged whenever practicable through the Clinical Skills Centre or other areas as appropriate.

Conferences or other events will only take priority in the Conference Room nowhere else, but can be arranged whenever practicable through Arlene Ray.

The conference room will not normally be used for routine teaching purposes.

Registered student groups will be able to book rooms dependent on availability.

Cancellation

Wherever possible we ask that a minimum of 14 days notice is given for cancellation, to allow us to attempt to reuse the space. We understand there will be exceptional circumstances where this is not possible but would ask that we are notified as soon as possible.

Information

Rooms are laid out in line with drawings shown on the classroom pinboard. Whilst you are welcome to move the furniture to best meet your needs please ensure this is returned at the end of your booking.

If additional chairs are required these can be signed out from room 205 (key available from reception) and returned at the end of the session.

All rooms have lectern computers and projectors. Generic login is username – sclecturer, password – lecturer. Please note you will be unable to save to the desktop but can save to the s drive and these temporary files will then be cleared off when the computer is logged off. University usernames and passwords can also be used.

Encrypted NHSG USB drives can be used in all computers. Instructions are attached to the lecterns.

Any IT issues contact 3000 or go to room 202.

At the end of the session please log off the computer do not switch off – this is done automatically at the end of the day.

Rooms contain whiteboards and flip chart stands. Paper is provided but we do not provide pens.

Please ensure you do not attach items to the walls. If you require pin boards can be provided (contact reception).

Catering can be taken into classrooms (with the exception of the lecture theatre). This must be provided by a registered caterer. Please ensure this is cleared away at the end of your booking and returnable items placed outside the room door.

Water coolers are available on Ground, 1^st, 2^nd & 3^rd floors but please note cups are not provided.

The cafe in the centre is open from 8am – 5pm Monday to Friday.

Fire alarms are tested on a Wednesday at 11.55am. Evacuation is not required.

In the event of a fire alarm sounding at any other time please evacuate immediately via the nearest signed exit. Assembly point is the walled garden.

Should you have anyone who requires disabled evacuation we would appreciate if you would alert reception on arrival for your booking.

Please note the centre has no parking with the exception of 3 disabled spaces. Any deliveries must be made via the delivery bay and a fine system is in operation for inappropriate parking.

Foresterhill is a no smoking site and we ask that smokers utilise those smoking shelters on site – the nearest being between the Polwarth Building and the revolving door entrance to the hospital.

Bookings after 6pm or at weekends – please note the front doors will be locked and entry/exit will be via the out of hours door to the cafe side of the main door. In addition the corridor doors will require appropriate swipecards after 8pm (Mon – Thurs), 7pm (Fri) and all weekend (attainable in advance from reception if required).

Note:

The 4 digit telephone numbers shown for contact can be accessed directly from University extensions but require to be prefixed with 76 from a hospital extension. If you wish to call these externally they require prefixed with 43 with the exception of Margaret Moir whose number is prefixed with 27.

June 2012