BOOKING PROCEDURES AND GUIDANCE FOR
USE OF SHARED SPACE.
Rooms / areas included:
Ground Floor:
First Floor:
0.03, Exhibition Area,
First Floor Balcony,
0.07, Lecture Theatre,
1.01A, Seminar Room,
0.27A, Seminar Room,
1.01B, Seminar Room,
0.27B, Seminar Room,
1.05, Seminar Room.
Contents:
Page:
1.0
Room Capacities and Furniture / Equipment Provision
2
2.0
Pre Booking information:
3
3.0
 Catering / Hospitality,
 Audio Visual Support,
 Roaming microphone for Lecture Theatre,
 Video Conferencing,
 Manual Handling,
 Conference / Event Management,
 Filming / photography.
Making a booking.
4
4.0
Guidance for use of shared space.
5
Version:
3
Reviewed:
April 2015
Procedure Reference:
CSERV/FM/HEB/RB01
1.0
Room Capacities & Furniture / Equipment Provision.
Room / Area
0.02 Exhibition
Area
Capacity
Capacity
(Seminar) (Lecture)
Events / bookings to be
considered on a caseby-case basis.
Size – 19.8m x
9.4m
0.07 Lecture
Theatre
N/A
153
0.27A
16
20
28
50
Size – 31.01 m2
0.27B
Size – 63.46 m2
First Floor
Balcony
1.01A
Events / bookings to be
considered on a caseby-case basis.
10
N/A
Size – 18.28 m2
1.01B
16
28
28
50
Size – 42.28 m2
1.05
Size – 57.29 m2
Room Equipment
Mobile LCD monitor with Networked PC available
on request
Large Video wall and 2 Digital Signage Screens
(Image needs to be in WGXA format (widescreen).
Dimensions 1280 x 800).
2 large Sofa’s
4 sofa seats
24 chairs
6 small tables
7 small catering / display tables / 8 larger catering
tables
Data Projector / Networked PC / Laptop Input
Blu-Ray / DVD Player
HDMI Input
DOC Cam
Video Conferencing
3 white boards
Data Projector / Networked PC / Laptop Input /
HDMI Input
1 Smart Board
1 White Board
16 Chairs
7 Tables
Video Conferencing*
Data Projector / Networked PC / Laptop Input /
HDMI Input
1 Smart Board
1 White Board
28 Chairs
12 Tables
Video Conferencing*
16 Chairs
4 small tables
1 catering / display table
10 Chairs
4 Tables
Video Conferencing*
Data Projector / Networked PC / Laptop Input /
HDMI Input
1 Smart Board
1 White Board
16 Chairs
7 Tables
Video Conferencing*
Data Projector / Networked PC / Laptop Input /
HDMI Input
1 Smart Board
1 White Board
28 Chairs
9 Tables
Video Conferencing*
* Portable Video Conferencing equipment is available for use in these rooms. To book, please
contact INSRV Connect at insrvConnect@cardiff.ac.uk.
2.0
Pre booking Information.
The following services need to be booked independently:

Catering / Hospitality:
o For rooms 0.27A, 0.27B, Coffee Shop, Exhibition Area, First Floor Balcony catering /
hospitality must be booked via Catering & Bar Services (catering@cardiff.ac.uk).
o There is the option to use Cardiff University approved external caterers. Please contact
Catering and Bar Services for details.
o Food and drink (excluding water) is not permitted in the Lecture Theatre at any time. If you
require catering / hospitality for events taking place in the Lecture Theatre the room
bookings team will raise your request with the Building Facilities Manager to consider an
appropriate location for the catering / hospitality before the booking is confirmed.
o If you require catering / hospitality to be set up outside of the room booked you must book
an alternative room / area. Please note that catering / hospitality is not permitted in areas
directly outside room 0.27A, 0.27B and 1.05.
o Please consider reducing food waste and only order what is required.

Audio Visual Support:
o Must be booked via INSRV Connect (email insrvConnect@cardiff.ac.uk or telephone 029
2087 4487).

Handheld and Roaming microphone for Lecture Theatre:
o This must be signed in and out from reception.

Video Conferencing:
o The Lecture Theatre is equipped with Video Conferencing Equipment.
o Rooms 0.27A, 0.27B, 1.01A, 1.01B, 1.05 can accommodate a portable Video Conference
set up.
o If you wish to book Video Conference portable unit and / or support, contact INSRV
Connect (email videoconferencing@cardiff.ac.uk ) or Telephone 029 206 88145 / 029 206
88143.

Manual Handling:
o There is no manual handling service based in the building therefore if you require
assistance in moving furniture / room set up contact the University Manual Handling Team
(email handling@cardiff.ac.uk or telephone 029 2087 4320).

Conference / Event Management:
o The University Conference Services Team can assist with larger conferences / events
(email conference@cardiff.ac.uk or Tel: 029 2087 4616 / 029 2087 4702).

Filming / photography:
o Requests must be discussed with the Building Facilities Manager so that impact on building
users and the necessary Security / Reception arrangements are considered.
3.0

Making a booking.
If your request is for a meeting / event to take place within the next 24 hours telephone the
University Room Bookings Team on 029 2087 4057. Otherwise email details of your request
(Roombooking@cardiff.ac.uk) providing the following details:
o
o
o
o
o
o
o
o

Name of booking,
Nature of booking (Lecture / Seminar / Hospitality / Meeting),
Date of booking,
Time of booking (please ensure you allow time for set up / breakdown of room(s) recommended 30 minutes),
Preferred room (if available),
Number of people attending,
Contact details of Organiser,
Contact details of host (person who will be on site).
The Room Bookings team will contact you to confirm your booking or will advise you on
alternatives if your request cannot be fulfilled.
Please note, the following types of request will require consideration by the Building Facilities
Manager prior to the booking being confirmed.
o
o
Requests for use of the exhibition area or the first floor balcony,
Requests outside of 8.00am – 6.00pm Monday to Friday,
This is to ensure that impact on building users and the necessary Security / Reception
arrangements are considered. If Security / Reception services are required out of hours, costs
must be covered by the event organiser.
4.0
Guidance for use of shared space.

Room layout.
Please refer to the table above showing capacity of layout of each bookable space. Please also
note:
o All seminar rooms must be returned to a seminar layout following each booking. Room
information is available on the back of each seminar room door.
o Additional chairs are available (for “Lecture Style” layout) and must be booked in advance
and signed out at Reception.
o There is no manual handling service based in the Building therefore if you require
assistance in moving furniture / room set up contact the University Manual Handling Team
(handling@cardiff.ac.uk or telephone 029 2087 4320).

Additional Room Supplies.
o Items such as flipcharts, flipchart pens, whiteboard pens, flipchart pads, general stationery
items, photocopying / printing facilities are not provided.

Housekeeping:
o General. It is the host / organisers’ responsibility to ensure all bookable areas are left in a
clean and tidy condition after the booking.
o Catering. If external caterers are used it is the responsibility of the host / organiser to
provide access to water and to clean away afterwards. Please dispose of food waste in
blue general waste bins located on the first floor balcony or ground floor exhibition area.
o Whiteboards. Whiteboards must be cleaned after each use.

Health and Safety:
o Emergency / Fire Safety Arrangements. Please ensure all delegates are fully briefed. Fire
Action notices are located in Seminar Rooms and displayed throughout the building. If you
have any queries regarding Emergency / Fire Safety arrangements, please contact Claire
O’Connell (Building Facilities Manager) on 029 2068 8072.
o Risk Assessments. Depending on the size and / or nature of your event, a risk assessment
may be required.

Queries:
o If you have any queries before or on the day of your booking, please contact the Reception
team or the Building Facilities Manager, Claire O’Connell on 029 2068 8072.