IDEAL Room Booking Policy
IDEAL is committed to providing a safe teaching and learning environment.
You must read and accept this Policy before completing a Room Booking.
Available Rooms
Clinical Skills rooms: AA68, AA68 (Annexe), AB263, AB264, AB265, AB269, AB270,
AB271, AC7
Education Centre rooms: Lecture Room A & B, Tutorial Rooms 2, 3, 4 & 5
Old Nurses Home rooms: Training room 3
Bookings and Cancellations
Bookings can only be made by emailing: roombookings@suht.swest.nhs.uk
You will need to include the following details:
o The date the room is required,
o Start time of teaching/ meeting etc,
o The duration that the room is required,
o Title of course/ Meeting,
o Number of delegates,
o Contact details
Room bookings for education, training and development activities will take precedence over
other uses.
Non-SUHT users will normally be charged for the hire of rooms, use of manikins and
disposables etc. Prices available upon request.
Please give 48-hours notice of room cancellation. For external (non-NHS) users, nonattendance or failure to cancel a room booking at least 48 hours in advance (excluding
weekends) will result in a fee equivalent to the cost of hiring the room.
The Simulation Suite can only be booked in its entirety complete with a technician by
contacting Carl Read on 023 8079 6276.
Keys to Clinical Skills and Old Nurses Home rooms are kept in the Education Centre
Reception and need to be signed out on the key register. The user of the rooms is
responsible for unlocking and re-locking these rooms after use and returning the key to
Reception (or ‘out of hours key drop box’ outside Education Centre doors).
We are unable to accept bookings for Education Centre rooms for meetings that start after
the Centre is shut (official closing time 17:30, 17:00 on Fridays).
IDEAL reserves the right to change room venues at short notice for operational reasons.
Every reasonable effort will be made to inform users prior to the event but this may not
always be possible.
IDEAL staff are not able to set up room seating arrangements to your requirements; please
allow time for this when booking rooms.
All rooms should be left in a clean and tidy condition after use.
SUHT cannot be held responsible for any loss, damage or injury associated with these
rooms.
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Fire Precautions
All facilitators are required to keep a register of persons attending the session even if it is a
meeting. This will then ensure that all persons can be accounted for in the event of an
evacuation.
Health & Safety
If leaving the Education Centre after 17:30, please ensure that the main door is locked after
you. Failure to do so could impede further booking opportunities.
Room capacities must be strictly adhered to for fire regulation purposes (Details will be given
at time of request).
The organiser of the meeting must ensure that a fire register (which are available in all
rooms) is signed by all who attend. The organiser must also make sure that all delegates
have read and understood the Fire Action Plan, situated on a notice board in the room.
CCTV is operational within the Education Centre at all times.
Equipment and Technical Support
Internet access, data projectors, computers, DVD and video players are available in all
rooms and operating instructions are displayed. OHPs/visualisers are not available in all
rooms. All users are advised to familiarise themselves with the relevant AV equipment prior
to use and ensure personal computer items such as memory sticks and laptops are
functioning correctly.
The AV systems are set up to function with minimum intervention. Therefore, there is no
need to dismantle cables etc and clear doors do not need to be opened.
Technical support is provided to users of the rooms during normal working hours. However,
a 'best endeavours' service only can be provided if personal equipment malfunctions.
If damage is caused to equipment or fittings, replacement costs will be passed to the
organiser. Breakages should be reported immediately to Reception.
Please ensure AV equipment is turned off after use. Any equipment left on can cause
damage and you will be charged accordingly.
Catering
Food and drink are not allowed in any of the Clinical Skills rooms.
SUHT catering is permitted in the Education Centre Rooms; outside catering (i.e. nonSUHT) is not permitted. Catering must be served within room being used or an additional
room will need to be booked i.e. not served in corridor. After use, the organiser is
responsible for ensuring all relevant catering items are put on a trolley. Please note; if your
meeting runs after the Centre opening hours then the trolley must be put outside the main
Education Centre doors so it can be collected.
The nearest catering facility is on A Level, South Academic Block
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