Room Booking Procedure

To book one or more of the CSB Level 7 Staff Training / Meeting Rooms for a meeting or staff development session, please use the following procedure:

View possible room layouts

Decide your requirements

Work out in advance the numbers of rooms you will need, the size and layout of each room, the times when each room will be required, equipment, refreshments etc. If you will be using PCs in the training rooms, identify the software and network access you will need. Please bear in mind that the staff training room CSB7/19 is often required for full-day or half-day training courses, therefore, it would be appreciated if bookings for meetings are only made if no other rooms are available and for meetings which are likely to be of 2 hours or more in duration

Decide which room you want to book

Visit the 'room information' at the bottom of this page. This will give you a description of the size and location of each room and the equipment and furniture available in each.

Check if the room is available in the HUMS Calendar

To find out if the room is available

Click on the 'Calendar' icon in HUMS
Open the 'File' menu and click on 'Open' and 'Other User's Folder'
Click on 'Name' and then type SDG and click 'OK'
Select the room you wish to use, then click on 'OK'.

Book the room

To book an available room phone Staff Development on ext 3883. You will need the following information:

The name of the room you wish to book
The day of the week, date and time you need the room
The name of the person running the event
The title of the event
The number of attendees.

Please check your booking is correct in the HUMS Calendar after the booking has been made.

Make arrangements for room layout

Please note that you are responsible for making arrangements with Campus Support to ensure the furniture in the room is arranged in the way you require. You should book the room 30 minutes in advance of your session starting time so that you can set the room up as you wish. If you need help to do this please arrange this at least two days in advance with Campus Support. They can be contacted through the Estates and Facilities HELP LINE on ext 2550.

Make arrangements for catering

To order refreshments (eg coffee, tea, biscuits), contact Catering Services on ext 2848. Please specify the room in which your event will be held and they will label the delivery accordingly. All refreshments will be delivered to the Large Conference Room Lobby. To order food (eg buffet/sandwich lunch), contact Catering Services who will make arrangements for the food to be served in the Large Conference Room Lobby.

Make arrangements for additional equipment

Each room has a limited amount of basic equipment. It is your responsibility to ensure that you know how to operate all of the equipment which you require, and we recommend that you familiarise yourself with all required audio-visual or computer equipment at least 24 hours prior to the start of the session.

If you require additional equipment then you should contact the Conference Office on ext 2130 to discuss your requirements. We recommend that you arrive 30 minutes prior to the start of your event in order that you can check the room layout and equipment, and to meet and greet participants as they arrive.

Make arrangements for software installation in the Training Rooms

The PCs in the Training Rooms have the standard University software packages. If you require additional software it is your responsibility to arrange installation and removal and to ensure that the software is properly licensed. If you need assistance you should request this in advance from Computing and Library Services. They can be contacted through Staff IT Support on ext 3737.

Arrangements for bookings outside of normal working hours.

If you are booking a room for an event that is taking place out of normal office hours - finishing after 6.00 pm on a weekday or taking place at the weekend, please inform the Conference Office, on ext 2130 so that arrangements can be made for the room to locked up after the event. You should also be aware that the card swipe system is now in operation between the Staff Development rooms and the International office. Access to the conference rooms out of office hours should be via the library lift/stairs.

STAFF TRAINING / MEETING ROOMS

Large Conference Room

This room can be set up in a number of different ways and can accommodate between 20 and 45 participants depending on layout. It has a data projector and PC.

Training Room (CS7/19)

The training room is approximately 5m x 7m and can be laid out in several different styles. It can accommodate between 10 and 20 participants. It has a data projector and PC.