Medical and Dental Education
Old Library and Consultants Room
Room Bookings
Policy, Terms and Conditions
Purpose
The purpose of this document is to set out the procedure and regulations
regarding the booking of the Old Library and Consultants Room. It is also to
inform coordinators of meetings, organisers of meetings and other users of
their responsibilities with regard to the use of the Old Library and Consultants
Room, equipment and facilities.
Facilities
The Old Library has a flip chart, a roll up screen and an overhead projector
and an induction loop. It also has Intranet/Internet points and PACS access.
It has a telephone (ext 7957); with a long lead to extend into the Consultants
Room, it also has a toilet and wash basin.
You will need to provide your own flip chart paper and pens, laptop and
projector if needed
The Consultants Room has a).sink (coffee and tea is supplied by catering).
The Old Library can cater for up to 75 people, there are 68 seats (lecture
theatre layout), and the Consultants Room can cater for up to 30 standing or
10 seated.
The Old Library and Consultants Room are situated on the first floor,
regrettably the stone staircase requires some care and there is no disabled
access.
Procedure for making a Room Booking
Requests for room bookings can be made by emailing
TECRoomBookings@royalberkshire.nhs.uk or by completing the Booking
form obtainable on the Medical and Dental Education Intranet site.
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Prior to making a booking please note:
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Bookings can only be made for meetings or events for Royal Berkshire
NHS Foundation Trust staff or the Reading Pathological Society
A Cost Code number must be provided before a room booking request can
be processed
All other information requested on the Form must also be supplied
Rooms are not normally available on Mondays, when they are
reserved for library activities.
Catering:
Please note that food and drink is not permitted in the Old Library.
If catering is required:
 The meeting co-ordinator should also book the adjacent Consultants Room
 The meeting co-ordinator should contact and liaise with the Catering
Department on Ext. 7095 for their catering requirements.
Access to the rooms:
The rooms are both locked when not in use, keys are available from
Switchboard in North Wing, where you will need to sign them out and back in.
Acceptance of a room booking
Room bookings will be confirmed by Medical & Dental Education staff.
Submission of the Intranet booking form includes an acceptance of the terms
and conditions set out in this policy including any charges which may be
levied on the Cost Code provided (see Chart below) the meeting co-ordinator
also undertakes to:
 Report to Medical & Dental Education staff (ext 7833) any faulty equipment
prior to the start of the meeting. Please note that failure to do this may result
in a charge being made against the Cost Code supplied.
 Report to Medical & Dental Education staff (ext 7833) any sub-standard
state of the meeting room prior to the start of the meeting. Please note that
failure to do this may result in a charge being made against the Cost Code
supplied.
 At the start of each meeting inform delegates of health and safety and fire
evacuation procedures as specified in each room.
At the end of the meeting:
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Return to its original position any furniture which has been moved for the
purposes of the meeting
Leave the room clean and tidy removing waste paper etc; as appropriate.
Clear away any leftover food and remove to an outside bin, these rooms
are not cleaned every day, any food waste may be there for a few days.
Close windows, close blinds, switch off lights and close and lock all the
doors, after checking all areas have been vacated.
Return the key to Switchboard, North Wing
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Please note: Cancellation of a room booking
Co-ordinators must inform the TEC Room Bookings as soon as possible if a
room booking is no longer required.
Penalty Charges
If rooms or equipment are not left in a satisfactory condition the following
charges may be made against the Cost Code supplied in the Room Booking
Form.
Penalty Charges
EQUIPMENT
Damage to equipment
FURNITURE
If not replaced in correct
configuration
FURNITURE
damage to furniture, fittings or
equipment
CLEANLINESS AND TIDINESS
of rooms
Failure to leave a room in a clean
and tidy state
CARPET
Stains requiring special cleaning.
Cost of repair or
replacement
£50.00
Cost of repair or
replacement
£50.00
Cost of cleaning
1. Contact details:
Medical and Dental Education Phone: 7833 E-mail: TECRoomBookings @royalberkshire.nhs.uk
Catering:
Phone: 7095
E-mail: catering.rbh@royalberkshire.nhs.uk
15th October 2007, updated 1st September 2015.
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Medical and Dental Education
Old Library and Consultants Room
Room Bookings
Booking Form
Contact Name:
Phone Number:
E-mail:
Title of meeting:
Room Required: (please circle)
Old Library/Consultants Room/ Both
Date required:
From………..……to………………
Times required:
Cost code:
The person named here is responsible for
the condition of the rooms and for having
read and agreed to the Old Library and
Consultants Room policy, terms and
conditions.
This form must be returned from a personal
RBH email address.
Meeting Co-ordinator:
Date:
Please return this form to the Trust Education Centre
TECRoomBookings@royalberkshire.nhs.uk
Fax: 7837
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