Room Booking Policy - Edinburgh Napier University
The Room Booking Policy is being introduced to simplify the process
for all room users within the University. The Conference & Events
(C&E) team aim to ensure that events taking place on campus are
organised in accordance with this policy and to ensure that they are
delivered safely and successfully.
The policy also aims to provide a structured approach for internal
clients booking conference/meeting space whilst maximising income
generation where appropriate. This may result in a room hire or day
delegate rate charge.
It is important that any events on campus have a positive impact on
the University’s reputation, and it is therefore important to ensure
that all events are organised in accordance with this policy. It applies
to all staff, students, contractors, clients and visitors to ENU, hiring or
using the facilities on campus.
This policy should be read in conjunction with the Internal Hospitality
Terms and Conditions. Within this, please pay particular attention to
out of core hours and weekend requirements.
For all meetings/events outwith core working hours or weekends,
please ensure the Facilities Service Desk have been advised.
There will be no room hire charges for any student or staff
engagement events.
Definitions
Corporate Event
A corporate event is an event that is beneficial to the University’s
reputation and will be organised by Marketing and External Relations
or Human Resources.
Commercial Event
A commercial event is an event that supports and generates income
for the University in achieving its financial objectives. This can be with
an internal or external client.
Meeting
A meeting is defined as a group of up to 30 people who are using
meeting rooms at ENU to discuss business relating to their ENU day
to day work.
Small Event
A small event is defined as a group of under 30 people who work
at ENU or are coming to ENU to take part in an event or activity
that promotes the University or creates the opportunity to discuss
particular common thought. They do not generate University income.
Event
An event is defined as a group of over 30 people who work at ENU or
are coming to ENU to take part in an event or activity, which either
promotes the University or generates University income.
Core Academic Events
Core Academic Events are non-commercial University events that are
student focused or central to the existence of ENU.
They are as follows:
- Teaching & Exams
- Open Days
- Applicant Visit Days
- Induction Week
- Graduation Ceremonies
- Recruitment Events
- Career Fairs
- Development & Alumni Events
C&E has the following responsibilities for the delivery of services:
- C&E will deliver Commercial Events and Events.
- Meetings, Small Events and Core Academic Events will continue to be organised by the relevant departments, but where required, C&E will provide an advisory service.
- Room Bookings will work with C&E to alert them if multiple room bookings are being made which are not Core Academic Events.
Booking of University Spaces by Edinburgh Napier University Students
- Bookings must only be made for ENSA clubs and societies or to help facilitate group work and activities directly related to a student’s studies at Edinburgh Napier University.
- All rooms and University space must be used in a way that could not cause a nuisance to others, damage the room/space, adversely impact on the safety and wellbeing of members of the University community or visitors or could bring the University into disrepute. The University reserves the right to cancel and prohibit the booking and use of our spaces where there are concerns that these requirements are not being met.
- Students attending the booked room/space must behave in a way that meets the University’s expectations regarding student conduct, as set out in the Student Charter and the University’s Student Conduct Regulations. Any conduct which does not meet these expectations may result in the University taking action in line with the Student Conduct Regulations.
Procedure for organising an External Event
External Client contacts C&E to check availability and prices. C&E
reply with a quotation and date availability. On agreement of the
quotation, a booking form and terms & conditions will be issued.
Once the signed booking form is returned, C&E will liaise with the
client on all aspects of the event.
Event/Meeting Examples
|
Type 1
|
Corporate
Event
|
Chancellors
Talk,
Staff Pub
Quiz
|
Marketing and External
Relations, HR
|
N/A
|
|
Type 2
|
ENU Meeting (under 30)
Where the majority of the attendees are internal staff/ students
|
Departmental
Meeting
|
Relevant Staff
Member
|
No room
hire charge (unless booking premium rooms)
|
|
Type 3
|
ENU Meeting (under 30)
Where the majority of the attendees are external delegates who are not paying
to attend the meeting & ENU is paying for any catering
|
Finance Meeting with
external attendees
|
Relevant Staff
Member
|
No room
hire charge (unless booking premium rooms)
|
|
Type 4
|
Event
(over 30) being run by ENU with internal & external delegates who are not
paying a fee to attend the event
|
Guest
Lecture
|
C&E
Team
|
Internal
room hire rates & delegate rates apply
|
|
Type 5
|
Event
(over 30) being run by an external organisation alongside ENU, with a high
number of internal & external delegates who are not paying a fee to
attend the event
|
Cyber Academy
Chamber
of
Commerce
|
C&E
Team
|
Internal room hire rates
& delegate rates apply if internal cross charge. Otherwise, external
rates apply.
|
|
Type 6
|
Event
being run by ENU with internal & external delegates who are paying a fee
to attend the event
|
Academic
Conferences
Cyber
Academy
|
C&E
Team
|
Internal
room hire rates & delegate rates apply
|