Room Booking Guidelines

Room Booking Guidelines

The Suttie Centre is a joint facility for the benefit of both NHS Grampian and the University of Aberdeen. In order for us to maximise possible usage of the centre whilst ensuring core groups have access to the necessary space and facilities we have created a set of room booking guidelines. These have been altered temporarily to allow us to meet appropriate government guidance whilst supporting the most essential requirements.

Before you request a room at the Suttie Centre, please ensure you familiarise yourself with the guidelines.

Booking of Rooms

When booking a room certain information will be required

  • Course title – please ensure this is as exactly as given to candidates, it can cause confusion
  • Running times - please ensure this is as exactly as given to candidates, it can cause confusion
  • Set up time (max 30 minutes unless you are able to justify longer)
  • Contact name, number and email
  • Number of participants - room capacities remain restricted to those detailed on the system. 
  • Type of participants e.g. University, NHSG, public – please do not simply leave as default
  • Layout of room – if this requires altered you MUST consider the impact on capacities for social distancing and clearly describe this in supplementary information box
  • Any equipment required (this must be listed in the supplementary information box or it will not be provided) – if this is not confirmed in acceptance please contact supplying department
  • Presence of any sponsors or company reps
  • Details for invoicing (if applicable). Room hire charges may be applicable for bookings for any outside groups or agencies and those with delegate charges or sponsorship. If the activity is   purely internal (NHSG or UoA) with no outside involvement then no charge will be levied.

Bookings for designated areas will be controlled by the appropriate staff associated with these areas. General enquiries or those unsure of which rooms they may require should be directed to the Suttie Reception – ext. (76)7786 or (76)7807 or Building Manager - ext. (76)7754 who will assist or disseminate as appropriate.



Booking Responsibility

Clinical Skills Centre

(101, 107, 109, 112, 115, 116, 119, 121, 123, 124, 125, 126, 127 & 128)

Sandra Ross

Tel: (76)7713/ 01224 437713


Victoria Evans

Tel: (76)7702 / 01224 437702


Tutorial Rooms

(209, 210, 213/214, 228, 229, 230, 231, 232)

Diane Gerrie

Tel: (76)7777 / 01224 437777

Video Conferencing

(220 & 223)

AV Team

Tel: (76)3000 / 01224 273000


Agnieszka Kruk-Omenzetter

Tel: (76)4320 / 01224 274320

 ARI Simulation Centre

(Area A & Area B)

Marie Walker-Greenwood

Tel: (76)7803 / 01224 437803

Conferences & Events

Arlene Ray

Tel: (76)7754 / 01224 437754

All other rooms and areas

Suttie Reception

Tel: (76)7786 / 7807 / 01224 437786


  • Core users’ bookings will take priority in their core area and can be made up to 2 years in advance. Currently priority will be given to teaching and training with practical elements that require face to face interaction.
  • Requests for such activities outwith the core users area will be considered within 28 days with consultation with the building manager and the core user groups impacted.
  • Requests 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 10 day window.
  • Generic student self-directed study (not clinical skills) is allowed only in 228, 229, 231, 232 and Comp 1 - 15 in IT Room.  Social distancing must be observed at all times and a maximum of 2 hours per student per week is allowed in line with wider University guidance. 
  • Registered student groups are not currently able to book space.
  • Communal areas including 000, 135 & 136 when booked do not guarantee exclusive use.
  • The Medical Lecture Theatre, MacGillivray and Dugald Baird do not have the same restrictions and instead open for general booking in 6 month blocks: 1st January-30th June on 1st October and 1st July-31st December on 1st April. Bookings of higher institutional priority can be discussed with the Suttie Centre Manager and may be booked in advance for this.
  • MedChi is currently closed.

Prioritisation of Events at Suttie Centre

  • 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.
  • 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 is primarily conference space utilised to attract people to work and learn within the Healthcare Sector in Aberdeen.


  • 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 by emailing


  • Rooms are laid out to maximise occupancy figures and furnishings should not be moved without prior agreement.
  • All rooms have lectern computers and projectors. 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 or NHS usernames and passwords can also be used. For NHSG please use NHSG\username and then password.
  • ARI Medical Lecture Theatre has both UoA and NHSG computers – please select as appropriate.
  • Encrypted NHSG USB drives can be used in all computers. Instructions are attached to the lecterns.
  • Any IT issues:
    • Contact 3000 
  • 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 use flip chart pens on whiteboards.
  • Please ensure you do not attach items to the walls. If you require pin boards these can be provided (contact reception).
  • Catering can be taken into classrooms. 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 all floors of the Suttie Centre but please note cups are not provided.
  • The cafe in the centre is currently closed.
  • Fire alarms in Suttie are tested on a Wednesday at 11.55am, MacGillivray & Dugald Baird on a Wednesday at 8.15am, ARI Medical Lecture Theatre on a Wednesday at between 08.00am and 11.00am and MedChi DELS on a Wednesday at 11.00am.  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 for Suttie is the walled garden, for MedChi is the car park outside of the main entrance of the Polwarth Building, for ARI Medical Lecture Theatre is Allan Downie Unit Car Park and for MacGillivray & Dugald Baird is the grassed area outside front entrance to the Maternity Hospital at the main Hospital sign.
  • Should you have anyone who requires disabled evacuation at Suttie we would appreciate if you would alert reception on arrival for your booking and you must make plans for their evacuation.
  • 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.

Access at Maternity

  • Please go to Maternity reception who will be able to provide you with a key with an attached proximity card. You will be asked to provide identification and to sign for the keys which must be returned after unlocking the room. This is particularly important as other bookings may require these. For Dugald Baird please contact reception at Suttie and we will advise of the key code.

Access to ARI Simulation Centre

  • Needs to be arranged via Clinical Skills


Access Out of Hours

  • Is currently only by special arrangement.


Updated August 2020