The Archway Campus


	Some general guidelines

Booking of Learning Resources
(Seminar rooms and Lecture Rooms)
at the Archway and Hospital Campuses

(A service provided by The Archway Campus Estates and Facilities Office)

Some general guidelines

The guidelines have now been reviewed and updated as of February 2004 to reflect changes and improvements to the operation of the service. The questions and answers provided should assist you in understanding how we operate the room bookings. If you need further assistance please do not hesitate in contacting our Room Booking Administrator Coral Brown (coral.brown@ucl.ac.uk) or Amy Campbell (amy.campbell@ucl.ac.uk).

1. Who do I contact about making a booking?
In the first instance all requests / queries are to be directed to archwayroombookings@ucl.ac.uk.

The Room Booking office telephone number is 020 7288 3627, please leave a message if there is no one available to answer your call.

The Room Booking Office to be manned 09:00 to 17:00 Monday, Tuesday, Wednesday and Friday.

In addition a Facilities Administrator is employed to work three days a week and will take calls between 09:00 and 17:00 hours Monday, Thursday and Friday.

Should you call the office and there happens to be no one available to answer your call there is an answer phone facility to enable messages to be left.

2. How do I make an actual booking?
All bookings must be made on the Archway and Hospitals’ Campuses Room Booking Form which can be downloaded from The Archway Campus web page - http://www.archway.ac.uk/RoomBookings/ .

3. How do I submit my booking form?
All booking forms are to be completed and sent electronically to archwayroombookings@ucl.ac.uk.

4. Can I download the Room Booking Form and send it complete in the internal mail?
We would prefer you did not do this. Internal mail sometimes arrives, the next working day but equally it may take up to five days to arrive. During this time we could have processed your booking request. We are keen to operate a paperless system whereby we aim to communicate fully via electronic means i.e. e-mail and The Archway Campus web page.

5. Can I cancel a booking?
Yes - cancellations can be made at anytime by forwarding a direct e-mail to archwayroombookings@ucl.ac.uk. Indeed we would encourage you to let us know about cancellations because that releases rooms for someone else. We will be monitoring the proportion of rooms that are booked and not used via periodical audits. Regular reports on the latter will be presented at Site Management Committee meetings. Further details about the audit process can be obtained by contacting Nigel Seymour (n.seymour@ich.ucl.ac.uk).

6. What if I have a general query concerning my booking?
You can either e-mail archwayroombookings@ucl.ac.uk or telephone 020 7288 3627. Please ensure you quote your unique room booking ID number, which will have been sent to you when we confirmed your booking. If you are not happy with rooms allocated please contact Coral Brown or Amy Campbell who will review your request and make changes if felt neccessary.

7. Do I need to specify a particular room when booking?
This information is optional; we will match the best room suited to the needs you have specified, which will be based on how many persons need to be accommodated. It is important therefore that you provide accurate details concerning how many will be attending and not provide broad statements such as “10 to 30”. If rooms are requested using such broad statements we reserve the option to cross reference your module/course details with data held centrally which will give precise numbers of students registered on the module/course.

8. What information must I always specify when making a booking?
The following is essential information requested on the Room Booking Form and must be completed for every single booking requested.

Contact Name, telephone number and e-mail address of person submitting the booking
Date/s of function
Start and Finish times of function
The preferred campus (if any)
The number of persons expected to attend
Name of programme / module title and number / study day / meeting etc.
Does provision need to be made for disabled access i.e. wheelchair bound person

9. How will I know if my requested booking has been dealt with?
All booking forms submitted will be processed and a booking that is input into Facility CMIS and confirmed by the system as being accepted will be given a system generated ID number which will relayed back to you via an automatic e-mail with full details about your booking. We would ask that you check your confirmed booking details to ensure we have interpreted your booking request correctly.

10. How long will a booking request take to confirm?
All room booking requests will be processed within twenty working days of receipt. There will be exceptions to this during peak periods of demand i.e. January to March and May to July of each year. During these months we aim to process a booking within six weeks of its receipt. In addition sometimes e-mails do not always reach the recipient, therefore if you have not heard from us within six weeks of submitting a booking request please contact Coral Brown (e-mail: coral.brown@ucl.ac.uk ).

11. What information will be confirmed in the confirmation booking?
The following information will appear in your e-mail confirming your booking request:-

The person making the booking
The Booking ID number
The date of the booking
The start and finish times of the booking
The nature of your booking i.e. teaching, examinations, meeting, etc.
Name of programme / module title and number / study day / meeting etc.
Room allocated
Person/s notified about the booking

12. How far in advance can I book?
For a majority of the rooms across the campuses, we will take bookings up to one year in advance. There will, however, be restrictions on the following rooms:

Clinical Skills Centres – at both The Archway Campus and North Middlesex Hospital
Rooms 1 and 2 at Chase Farm Hospital
Computer Aided Learning (CAL) Rooms at Archway, Royal Free, North Middlesex and Chase Farm
Conference Room, Rooms 404 and 405 and Gymnasium - Furnival Building - Archway
Library Meeting Room and Library Computer Room – Holborn Union Building – Archway
Practical Room Human Health and Performance – Holborn Union Building - Archway
Whittington Postgraduate Education Centre – based at The Archway Campus
Whittington Trevor Clay Centre – based at Whittington Hospital

See question 20 for further details.

Middlesex staff within, the School of Health and Social Sciences, are advised to book modules / study programmes according to the contract requirements with the North London Consortium. Ideally all pre and post-registration booking requests should be submitted between December and February ready for the year commencing 1st April thereafter.

UCL staff are advised to submit their booking requests between January and March ready for the start of the academic year commencing in 1st September thereafter.

13. Can I make block bookings?
Though you can make bookings up to one year in advance, these should be on the basis that a module / study programme will be running. Hence broad outline teaching commitments are to be arranged prior to submitting a booking and not the other way around i.e. booking rooms for potential modules / study programmes that may then not take place.

14. Can I specify which rooms I wish to use?
Yes to a certain extent. It is acknowledged that some staff will have preferences and we will try to accommodate these as much as we are able. However, it may not be possible to confirm a room requested if already pre-booked or if in, our judgement based on the information provided on your booking form, we feel you class or meeting would be more suited in an alternative location.

We will always contact you before changing a booking from one campus to another to check on your other commitments in respect of travel time. We are unlikely to contact you in respect of changing rooms on the same campus. This will simply be confirmed by confirmation of the e-mail confirming your booking.

15. Who can make a room booking?
Any member of staff - but no bookings will be taken from a student on behalf of any member of staff.

16. What do you mean by viewing room availability on the web page?
Staff often, enquire at short notice if a room may be available for a class or meeting that needs to be arranged within a few days. With a computerised system, we endeavour to be able to react quicker to meeting such requests. Our system will be updated at least monthly direct to The Archway Campus web page - whereby any member of staff can physically view what rooms are booked, when and by whom. This is strictly a view only system.

17. Can you confirm the campuses that this new system applies to?
This room booking service encompasses the following:

The Archway Campus
Whittington Hospital Campus
Royal Free Hospital Campus - rooms assigned to Middlesex University only (or the Royal Free Trust if not assigned for teaching)
North Middlesex Hospital Campus - rooms assigned to Middlesex University only (or the North Middlesex Trust if not assigned for teaching)

18. What if I need to book a room at another Middlesex University campus like, Bounds Green or Enfield for example?
Room booking arrangements for these and all other campuses within Middlesex University have not changed and the contacts for these campuses are as follows:

Hendon	Paul Bowtell	p.bowtell@mdx.ac.uk	Ext. 5274
Cat Hill and Trent Park	Tricia Lane	t.lane@mdx.ac.uk	Ext. 5566
Enfield	Suzi Mortimer	s.mortimer@mdx.ac.uk	Ext. 5929
Chase Farm	Brenda Burles	brendab@mdx.ac.uk	020 8375 1112
North Middlesex Lecture Theatre		academic.centre@nmh.nhs.uk	020 8887 2481

19. What if I need to book a room at the main UCL Campus?
Room booking arrangements for these have not changed and the contacts are as follows:

non-urgent bookings should be made by internal mail using the One-Off Booking Form (sending to Room 109, Brook House, 2-16 Torrington Place when completed)
non-urgent enquiries and feedback can be sent by e-mail to roombookings@ucl.ac.uk
urgent enquiries / bookings and calls for help can be made by phone on 020 7679 6300

20. Will there be any cost implications?
There will be no internal charging for use of any of the rooms used by UCL or Middlesex University except for using those rooms assigned to the Whittington Postgraduate Education Centre. These rooms will be charged at the rates indicated below. Exemption from payment of these rates is possible if the booking is specific to postgraduate or undergraduate teaching provided by either UCL or Middlesex University only. Generally meetings and other functions assigned to rooms in this area will incur charges at the rates indicated below. In addition any room across any of the campuses used by an outside organisation, institution or other academic body will be charged at the rates indicated below which are all exclusive of VAT and are current for the 2005/2006 academic year. If the nature of the booking is over a period greater than four weeks a discount on the rates indicated below may be available contact Nigel Seymour (n.seymour@ich.ucl.ac.uk).

		Day	Half day (min. four hours)
Lecture Theatres and Social Space
	Non-academic rate	£350.00	£200.00
	Academic rate	£175.00	£100.00

All other Rooms
	Non-academic rate	£200.00	£125.00
	Academic rate	£80.00	£48.00

Non-academic rate means - a sponsor either funds Function or participants have paid to attend or it is a private function.

Academic rate means - a sponsor does not fund Function or participants are not paying to attend.

21. How do you decide what each room is suitable for?
We have reviewed all the rooms and considered their suitability against the following six categories:

Seminar Rooms	Rooms laid out with chairs only with no tables i.e. persons listen to person/s giving a lecture/seminar
Classrooms	Rooms laid out with tables enabling persons to take notes of lecture etc
Exam style	Rooms laid out with tables and chairs with minimum clear distance of one table width between each table to allow circulation of invigilators.
Meeting style	Room laid out with Conference style table/s with seats around the outside
Interview	Room deemed suitable for internal / external interviews
PC Teaching	Room that has computers to allow facilitation of computer based teaching

22. Will hard copies of the room booking timetables be produced?
Yes - these will be produced by campus and will cover varying periods of time from five to ten days and will be posted in both main reception areas with copies sent to Student Offices with individual room bookings posted on the outside of each room.

23. If I make a booking for say six months time will I receive any form of reminder nearer to the time of my actual booking?
Yes - though we will be able to take bookings up to one year in advance we are aware that sometimes these bookings will be requested speculatively. To ensure that you still require the room for the purpose to which it has been booked you will be automatically sent a reminder by e-mail fourteen days prior to the date of the actual booking. This will remind you that you have made this booking and that should you wish to cancel it or make any changes to contact us immediately.

24. Will you prioritise bookings?
Yes - we aim to ensure that all teaching commitments for a period of six months ahead are fully booked before inputting additional requirements concerning meetings and other similar functions not aligned to teaching where possible subject to being in possession of the applicable information. We will of course take advance bookings for all requests other than for teaching; we will only in put such bookings so long as there is no conflict with teaching schedules. Academic needs MUST take precedence. Please refer to question 16 for further details on when booking requests should be received by.

25. My module / study programme has an exam at the end. Where will the exam be held?
It is important that students undertake exams in the right setting and a number of rooms that are acceptable for teaching are not acceptable for examination purposes in regard to layout and the need to use exam tables etc. The following rooms will be blocked for exam periods to allow examinations to proceed for modules / study programmes that have been booked across The Archway and Hospitals campuses.

The Archway Campus
Furnival Building	Gymnasium	to seat 77

Holborn Union Building	A6 Room 1 and 2 combined	to seat 50
	A7 Room 1	to seat 25
	A7 Room 2	to seat 25

Royal Free Campus	Room 2	to seat 50
	Room 3	to seat 50
	Room 4	to seat 50

Where there are more than 40 students registered on a module / study programme for which there is an exam to be sat it will not be possible for this exam to take place at The Archway and Hospital campuses. The exam will need to be located at one of the main examination venues within the appropriate university. Please contact Coral Brown (e-mail: coral.brown@ucl.ac.uk) should you need assistance with booking rooms for exams at other campuses.

The Room Booking Administrator will periodically be in contact with the Assessment Manager to obtain details about when exams are being scheduled. It is therefore imperative that staff running modules, courses etc with an exam informs the Assessment Manager accordingly. If we are not made of aware of when exams are due to take place we are unlikely to be able to offer the designated exam rooms. Equally if other rooms are used these will not be laid in as required for exam conditions.

26. How do I book audio-visual equipment?
The majority of all our rooms come with standard equipment. We currently developing a spreadsheet will list all our rooms in order of seating capacity and show the audiovisual facilities available (Y), those which are unavailable for that room (N) and those which may be requested specifically (RQ). This table will be updated as appropriate to show equipment replacement, repair or room refurbishment.

Meanwhile, the room booking form lists a number of audio-visual items that can be requested when making your booking request. This information will be forwarded to audio-visual staff when we send confirmation of your booking. If you need to talk to audio-visual staff specifically about your requirements, please contact one of the following hclrav@mdx.ac.uk or christopher.knapp@ucl.ac.uk .

27. How do I book catering?
From January 2003 an independent Caterer Andre Bronze (07967 812389) has been appointed to provide a daily and hospitality catering service to The Archway Campus. The catering facility operates from the Social Space located in the basement of the Holborn Union Building. Daily Catering is available 09:00 a.m. to 15:30 p.m. Monday to Friday. A separate hospitality-catering menu has been devised and thus, hospitality catering for small and major functions can now be provided from on-site.

No other caterer can be engaged to provide catering within the Social Space. Andre Bronze has exclusive rights to provide all catering requirements within the Social Space and this should ideally extend and be encouraged to The Archway Campus as a whole. The hospitality menu provided will change regularly to reflect seasonal changes including on-site demands and requirements.

Hospitality catering MUST be booked via the Catering Booking Form. The form is downloadable from our web page once you have completed your form pleased forward to our Room Booking Administrator. The Room Booking Administrator will complete the top half of the form confirming details of room booked, dates, times and booking ID number and details of where invoice is to be sent if known before forwarding to the Catering Manager. If you already have this information then you may complete the form accordingly and forward direct to the Catering Manager (via Estates and Facilities internal post).

Completed forms must be returned a minimum of seven working days prior to the date of the function to guarantee orders. It is accepted that there will on occasions be exceptions to this and thus, such occasions should be discussed with the Catering Manager.

These guidelines are current as of December 2010.
These guidelines will be reviewed and updated in August 2011.

Maintained by: WebMaster@archway.ac.uk	Most recent modification: 26 September, 2011 11:31 AM
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Booking of Learning Resources (Seminar rooms and Lecture Rooms) at the Archway and Hospital Campuses

Some general guidelines

How to make and cancel bookings

Information relating to making a booking

Rom bookings on the Web Page

Information relating to rooms

Information relating to audio-visual and catering

Booking of Learning Resources
(Seminar rooms and Lecture Rooms)
at the Archway and Hospital Campuses