Room Protocol v1.1
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Transcript of Room Protocol v1.1
This protocol applies to all multi-user bookable rooms/spaces within the Main Union Building in Beit Quad and applies equally to usage by students and staff members.
• Spaces must be booked before use via the Student Activities Centre
• Spaces will be found in a clean & tidy state and should be left like this at the end of each usage. Every space has a standard setup, the room should be returned to this setup after use
• Users should respect the spaces provided, which are not charged for and treat them appropriately
• Fines will be automatically applied to groups not leaving the areas in a fit and proper state; damages will be charged for and disciplinary action will be taken. CCTV coverage is provided at a variety of locations which will be used to identify perpetrators
• Users who find a space in a condition they feel is inappropriate should contact Union Reception in the first instance and take photographic evidence
Overarching basis of this protocol
• The furniture for each space will be in a standard setup (indicated on a sign near the door of each space); the furniture must be returned to this setup at the end of the usage
• All rubbish must be removed, then binned or recycled• Any glasses or cutlery must be returned from where it came• Furniture should not be broken, stood on or damaged• Only water-based masking tape may be applied to the floors
this must be removed at the end of the use. No tape should be applied to the floor in the Union Gym. Gaffa and other non-water based tapes must not be used in any location.
• Tape, glue, blutak etc.. must not be stuck to the walls• No painting, drawing, sculpture or other artwork shall be
carried out without prior permission
General Rules for all spaces
Protocol of use for ICU Rooms
• Rubbish left in a room - £20• Damage to walls, furniture or equipment will be charged at
cost, eg: - Replacement Chair - £80 - Replacement Table - £350 - Replacement Projector - £1500 - Wall repair - £500 - Cost of repairing a damaged floor - approximately £2,500• Not returning furniture to standard setup - £20• When a fine is applied or costs passed on then disciplinary
action may be taken.• Any quantity of significant mess will be charged at the
respective cleaning costs, together with the value of any lost business or irrecoverable costs due to areas being unusable, as well as a £100 fine. In these cases disciplinary action will almost certainly be taken.
Schedule of fines
Union Gym• No furniture is to be moved in from other rooms
Area specific rules within the Union Building
Union Dining Hall• Floor clear of items• Chairs stacked in groups at the kitchen (West) end of the
room• Foldable tables located in cupboard behind the Ents Store• Window sills clear• Windows closed
Union Concert Hall• Floor completely clear of items• Chairs stacked on trolleys in 2nd floor Chair store• Stage clear (where appropriate)• Window sills clear• Windows closed
Union Gym• Floor should be completely clear• Windows closed
Meeting Rooms 1-7• Tables arranged in board room style, with chairs placed at the
table• Additional chairs stacked neatly at the sides of the room• Windows closed
Standard setups
• Items must never be dragged across the floor• Users must not put feet on the walls or mirrors• Any equipment that has even the mildest potential of
damaging the floor must be placed on a mat or other protective surface but preferably not used in the Gym
• Scaffolding systems must not be erected in the Gym• No tape should be applied to the floor• Windows on the North (Royal Albert Hall) side of the Gym
must remain closed at all times• Food and drink should not be taken into the Gym• Bricks, blocks, tiles, wood or any other item must not be
broken in the Gym
Union Dining Hall• Windows on the North (Royal Albert Hall) side of the room
must remain closed at all times
Union Concert Hall• For the purposes of set construction prior permission
must be sought and approved, and the floor covered using materials provided
• When moving heavy equipment in and out of the space care should be taken not to damage the floors, walls and doors
Meeting Room 3• The projector fixed to the ceiling should not be tampered
with - all controls are available on the wall
Meeting Rooms 4 & 5• The partition wall must not be removed, or attempted to be.
Prior removal of the wall must be arranged if required.• The projectors fixed to the ceiling should not be tampered
with - all controls are available on the wall
Version 1.0 - 01 June 2010