Weston House Booking Form 2011 External Clients

Weston House Facilities Booking Form A – Internal Clients

Full Name Extension No. Department Event Title Name of person/s running Arrival Time at Venue event on the day * refer to T&C’s Date/s of event Event Start Time Total number of delegates Event Finish Time (including speakers) * refer to T&C’s Location of event (please Lecture Theatre Teaching Room 1 Teaching Room 2 select) (max 100) (max 18) (max 22) Maximum delegate numbers Seminar Room 1 Seminar Room 2 Seminar Room 3 includes speakers. (max 12) (max 12) (max 12) If you want any seminar rooms IT Training Room 1 IT Training Room 2 combined, tick no. rooms (max 10) (max 10) required Please select your Audio- Computer & DVD Bringing own Laptop Visual Requirements Lecture Theatre only: Microphones Video-conferencing (nb. Extra charges) If you have any specific requirements please enter them here:

If you are paying for the room (any event charging delegates to attend must pay) please enter budget code/invoice details/budget holder name I confirm that I agree to the Weston House Facilities Usage Agreement (overleaf).Signature can be typed if emailing the form. Print Name Job Position Signature Date Office Use Room cost: Confirmed w/Client Secured in diary Video Conference - inform ICT Only Spreadsheet Sent to Finance Form No. Date processed: Initials:

Email completed form to [email protected] or send to Weston House, Great Ormond Street Hospital, London, WC1N 3JH Visit www.goshgold.org for more details of Weston House facilities. Weston House Venue Usage Terms & Conditions – Internal Clients

Any individual or department who hires a room in Weston House, Great Ormond Street is entering into a contract with the Learning, Education & Development (LEaD) Centre, Great Ormond Street Hospital NHS Foundation Trust. By entering into this contract, it is agreed by the room hirer that the following responsibilities will be adhered to:

Before the event

 If you are organising for training/event materials to be delivered to Weston House, please ensure that the package is clearly labeled with the event contact name and telephone number.  If you decide you no longer require a room that has been booked you must contact us as soon as possible via 020 7405 9200 ext.8073 or email [email protected]  Please note that if you order catering through the Trust, invoices for catering orders will be issued separately by Catering department, which provide all event catering services in Great Ormond Street Hospital NHS Foundation Trust.

The day of the event

 On arrival please report to the LEaD Centre Duty Manager, based in Weston House Reception. The Duty Manager will unlock the room and provide you with any equipment as needed e.g. flipchart materials, assistance with the AV equipment etc.  Please ensure your booking finishes at the stated time. Failure to vacate on time may result in additional charges being incurred.  Please note: if your arrival/finish times take place outside of normal working hours (which are Monday – Friday 0830-1700 hours) then support for any audio-visual problems and room configuration etc. will be limited or unavailable. You must speak to us at the time of booking if you require additional support outside of normal working hours.  All food and refreshments are served and must be consumed in the breakout areas. Organisers are requested to take these restrictions into account when planning events. Please note that alcohol is prohibited.  Any Blu-tac or sticking devices must not be used on the painted walls. Please use the wall-mounted flipchart rails to display posters etc. Any breakages/faults must be reported to the Duty Manager as soon as possible. Breakages may incur a charge.  You must follow instructions regarding all AV/Videoconferencing equipment etc. If you require additional pieces of furniture (a table, extra chairs etc) please speak to the Duty Manager at the time of booking. We can direct you to these resources on the day, but you will be required to move these yourselves and put them back at the end of the event.  There is a fire alarm test every Wednesday at 1030 hours. Please note that if the fire alarm sounds at any other time it is the responsibility of the person running/coordinating your event to ensure all delegates are safely out of the room/s you have hired, as is safe and practical.  There is disabled access to all rooms. The Lecture Theatre and Seminar Room 3 have a hearing aid Induction loop.  There is a large coat rail in Weston Lecture Theatre. For very large events or where a manned cloakroom is required, we advise that an additional small room is booked solely for this purpose. The Trust is unable to accept liability for loss or damage to personal property.  Organisers must ensure that their activities and those of their delegates conform to standard health and safety practices.

After the event

 Please inform the Duty Manager when your event has finished, so that rooms can be locked.  Organisers are responsible for ensuring the room layout is left as they find it on arrival. Please refer to the room layout sign in the room.