How to book a room for a non-teaching event?
When booking a room for a non-teaching event, have you...?
- Confirmed room booking with the timetabling team advising them of the organisation/Faculty or Service, event title, number of delegates, time and room layout required.
- Advised the timetabling team if the event involves external visitors to the University;
- Advised the timetabling team if the event is chargeable;
- Updated the Events Calendar with your event details
- Checked the clients hospitality requirements and advised Catering Services
- Checked and requested parking facilities
- Booked ‘blue badge’ disabled parking
- Advised organisation of H&S information
- Checked any technical aids required with IT Services
- Advised the Facilities Helpdesk of additional janitorial support required i.e. cleaning or room layout
- Inform Reception & Security of the event
Event checklist
Frequently asked questions
- How do I book a room?
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To book a room on either the Cambridge Campus or Chelmsford Campus, please complete the on-line booking form at the following address: www.anglia.ac.uk/bookaroom or email: bookaroom@anglia.ac.uk
When requesting a booking please confirm the event type, event name, organiser, date, start and finish times and number of delegates. Please also state whether you require equipment or a change of room layout.
Bookings will normally be confirmed within 24 working hours, however during busy periods this may take longer. Please allow time for the booking to be dealt with. If it is not possible to confirm your booking straight away you will be contacted and given an approximate date for when a room can be confirmed.
If your booking falls during teaching or other important University events (exam weeks, induction week), it may be necessary to keep your booking as provisional until teaching has been finalised. A number of rooms at each campus have been designated as bookable space that can be booked in advance and T&E will endeavour to put as many bookings as possible in these rooms. All other rooms are primarily teaching spaces, so teaching has to take priority.
If your event is cancelled please ensure that the necessary cancellation is made by e-mailing bookaroom@anglia.ac.uk.
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- How can I get the information of my conference/non teaching/Corporate event onto the Events Calendar on My.Anglia?
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Please upload your event information onto the Events Calendar, this can be found on the Home page under Today’s Events, then click on submit an event for My.Anglia. This will take you to an information sheet, please complete the details and then press Add New Event. If you need any help, please do not hesitate to contact me.
If you require the services of the janitors, please contact facilities-helpdesk@anglia.ac.uk (ext 6464) and a Provision of Service Form will need to be completed www.anglia.ac.uk/estatesonline. There will be additional charges for these services outside normal working hours.
Please email Reception at answers@anglia.ac.uk if you have delegates/visitors attending the University who may need to be directed to their room.
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- Can I get any help in organising a conference?
- Sarah-Jane Mackenzie & Doreen Loudoun, Events Team, are happy to assist you with the organisation of your event/conference. Please either call 0845 1963163 or events@anglia.ac.uk, to discuss your requirements.
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- Can I use the mezzanine area?
- The mezzanine area is a bookable space again through Room Bookings. Please be aware that the seating must not be moved and that there must always be a 1.5metre clear thoroughfare for fire regulations. Any displays/tables must be positioned to allow for this. This area is only suitable for providing refreshments for a total of 60 persons, so if either QB01 or MAB221 are being used to their full capacity, provision needs to be made elsewhere for their refreshments.
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- Can I use the open space areas on both Campuses?
- There are a number of open space areas which you can use for stalls, exhibitions or meetings, but all of them have to be booked with The Events Team, please email your event details to: events@anglia.ac.uk and they will check availability and come back to you.
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- Can I book parking?
- There is a total allocation of 20 car parking spaces for external delegates. These can be booked through the helpdesk on 6464 or email facilities-helpdesk@anglia.ac.uk.
If the space is not used within one hour of the booked arrival time, this bay will be unallocated and used. There is no charge at present for external guests. Upon booking you will be issued with a barrier pin number which needs to be advised to your delegates and this needs to be used to gain entry and exit. After 5pm on weekdays and of a weekend there is no barrier pin number, and delegates just need to press for ticket to gain entry and then use same ticket for exit.
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- How do I book parking for a disabled blue badge holder?
- This is booked through the Facilities Helpdesk on 6464 email facilities-helpdesk@anglia.ac.uk and the appropriate bay in the Queens car park will be allocated. You need to check that anyone requesting a disabled parking bay is a blue badge holder.
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- How do I book catering?
- Please visit the following link and complete the on-line hospitality booking form: www.anglia.ac.uk/estatesonline. Three working days notice is required for all hospitality requests. The minimum order is £10.00. Evening and weekend hospitality requires ten working days notice and can incur a 30% surcharge. Please ensure the financial cost code is given with all requests.
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- Are there any health and safety issues I should be aware of?
- If you are organising an external event, you must ensure that all delegates are aware of the emergency evacuation procedures. If you need clarification on any H&S issue, please contact the Risk Management.
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- How do I book any IT help/equipment?
- Many rooms are equipped with media facilities so please specify your requirements at the time of booking. If the available rooms do not meet your requirements, you will need to contact itsupport@anglia.ac.uk for any IT equipment or any technical advise/support required.
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- How do I get an internet connection for a visitor?
- Please email itsupport@anglia.ac.uk who will organise a wi-fi guest log in for your client for the day of your event.
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- How do I ensure the room is clean and tidy?
- All rooms on campus are cleaned first thing each weekday morning. If you are using a venue later in the day or of a weekend, and would like to have the room cleaned, a provision of service form (available www.anglia.ac.uk/estatesonline needs to be completed and sent to the helpdesk in Ashby House. Please note there would be additional charges for this service.
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- Can I put up signage?
- Any temporary signage must be displayed with consideration and using only white tack – you must ensure that at the end of the event all temporary signage is removed.
If you require the use of the reception area, this needs to be booked through answers@anglia.ac.uk. Please also inform reception of your event/location/date/delegate list/numbers and also the organiser of the event.
If you need any further information, please do not hesitate to contact the Events Team on 0845 1963163
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