Scottish Borders Council

Langlee CPD Centre User Guidelines

How to book a meeting room: -

STEP ONE: Read the CPD Centre User Guidelines - below

STEP TWO: Check availability of rooms

SBC staff with access to the MS Outlook can check availability of the respective Meeting Rooms at Langlee CPD Centre by accessing the following Calendars:

ZZZ – CPD Centre – Eildon Room ZZZ – CPD Centre – Ellwyn Room ZZZ – CPD Centre – Tweed Room

STEP THREE: Complete and submit the booking form on www.sbc-cpd.co.uk

STEP FOUR: We will email you confirmation of your booking.

Rooms available for booking -

Room Capacity Default Layout Eildon 40 Cabaret Ellwyn 18 Boardroom Tweed 14 Boardroom Meeting Room Facilities  Laptop PC  Whiteboard (with pens)  Television, VCR & DVD  Flip-Chart (with pens)  Compact CD Player  Urn for Boiling water  Projector & Projection Screen

CPD Centre Staff

Carol Douglas David Thomson CPD Assistant. Reprographics/AV Technician [email protected] [email protected]

CPD Centre, Langlee Complex, Marigold Drive, Langlee, Galashiels TD1 2LP CPD Centre Room Bookings

We are delighted that you have chosen to book our rooms here at the CPD Centre. Our rooms are furnished and equipped to a high standard. We trust that you will respect the rooms and report any problems with the equipment or with the accommodation in general.

We have set out the conditions of using our rooms to make everyone’s experience of the CPD Centre as trouble free as possible.

Conditions of Booking CPD Rooms

1. Bookings must be accompanied with a booking form

2. This form should be submitted no fewer than 3 days prior to and not in excess of 6 months in advance of the reservation date.

3. When you are booking your room please ensure you include the time required to set-up and replace the furniture back to its original setting. There is no janitorial staff to do this.

4. We reserve all three rooms every Monday, Tuesday and Thursday from 4.00 - 6.30pm during term time for CPD use. These room may become available - check with CPD Centre staff for availability prior to completing a booking form.

5. We may change your booking from one room to another to allow us to accommodate all our booking requests. If we do change your booking we will let you know.

6. We are unable to accept bookings from the same group for all 3 rooms on the same day. If you wish to do this, contact CPD Centre staff prior to completing a booking form.

7. Maximum numbers for each room have been set for the users comfort and fire regulations. Please do not exceed this number

8. Rooms must be left free of debris ready for the next meeting. This will be monitored and groups who frequently leave rooms untidy may not be able to book rooms in the future

9. If you wish to use the electronic equipment in the rooms, please make sure you know how the equipment works and you know how to troubleshoot if something goes wrong. Our technician is not always available. You can always pop-in for a trail run if you haven’t used the equipment before. Please call to arrange a suitable time.

10. Cancellations: The CPD rooms are very busy and in high demand; please give as much notice if you are cancelling a booking to allow us to free up the room for other users. If your group continually fail to show up it may affect you ability to book rooms in the future.

11. Catering: The provision of catering including coffees/teas etc is the responsibility of the meeting organiser. There is an urn provided in each room to provide boiling water. Allow time to fill the urns and for them to boil if you wish to start your meeting with coffee.

12. A trolley is provided outside each room for catering deliveries to be placed. The trolley can be taken into the room when you are ready.

13. All crockery/cutlery and leftover food must be removed from the rooms when you leave. Bins are provided outside the room – recycle where possible.

14. General: On arrival make sure you familiarise yourself with the fire procedures and the general layout of the CPD Centre e.g. Fire exits and toilets

15. The centre is open a few Saturdays throughout the year for CPD use. Otherwise weekend lets are by agreement and will incur a cost.