venue booking policy for non- teaching events · 2018-11-23 · centrally bookable spaces and rooms...

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Venue Booking Policy for Non-Teaching Events

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Department: Estates and Facilities

Date Approved: 2016 Next Review Date: May 2019

This policy provides detailed guidance for the booking of Goldsmiths facilities for Non-Teaching Events.

Contents

1 Overview ........................................................................................................... 4

2 Aim and Scope of Policy ................................................................................... 4

3 Administration and Management ...................................................................... 5

4 Event Categories .............................................................................................. 6

5 Waiving or Reducing Fees .............................................................................. 11

6 Room Bookings .............................................................................................. 12

7 Event Organiser Responsibilities .................................................................... 13

Appendix 1 – Venue Booking Policy Guidelines ................................................... 14

Appendix 2 – Speaker, Audience and Event Details Form.................................... 16

Appendix 3 – Form A ............................................................................................ 18

Appendix 4 – Form B ............................................................................................ 19

Appendix 5 – Application for the Hire of College Premises and/or Facilities ......... 20

Appendix 6 – Creative Event Spaces Booking Form ............................................ 21

Appendix 7 – Students’ Union Internal Room Booking Policy ............................... 22

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Overview

This policy puts in place processes to ensure that:

The expectations of the event organiser are proactively managed

There is an exemplary experience for the event attendee

There are the highest levels of customer service offered to both staff and external

organisers

The use of College space is maximised

Goldsmiths’ reputation is not compromised as a result of hosting an event Potential reputational and commercial opportunities for the College are

maximised when space is not been utilised for its core purposes

There is a clear route for external organisations that wish to access our space, including local community organisations and groups

There is effective space management Adherence to the Freedom of Speech Policy and Event Booking Guidelines

as per point F: Event Organiser Responsibilities of this Policy

A: Aim and Scope of Policy

This policy covers non‐teaching related bookings for all College rooms and facilities, except for the Students’ Union who have a separate booking system. For the purpose of this document, activities which are non‐teaching related will be described throughout as ‘events’, unless further clarification is needed.

This policy ensures that the wide range of non‐teaching activities accommodated at the College are appropriately supported and that Goldsmiths facilities are used safely and efficiently.

The policy outlines the model used to establish the category of event being organised and therefore which charges should be applied (or waived) for the use of rooms and facilities. It clarifies how and when discretion can be applied. The policy outlines the process by which internal stakeholders can apply for hire charges to be reduced or waived in order to facilitate or develop a strategic partnership with an external organisation.

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B: Administration & Management

Centrally bookable spaces and rooms are administered by Timetabling and Room Bookings within the Estates and Facilities department. This team is responsible for the booking of ‘centrally bookable’ rooms and spaces across all College sites for teaching, and events.

In general, teaching bookings will be prioritised over events bookings. However, most College annual events, such as Presentation Ceremonies and Open Days, are booked as soon as the dates become available. It would be advisable to check the College Events Calendar when finalising the date for your event to avoid any clashes with other similar or large events on campus. External bookings will only be prioritised over teaching with the approval of the Officer designated by the Director of Estates and Facilities. If the decision is contested the case will be heard by the Registrar and Secretary whose decision is final.

Requests for booking from external organisers within departmental space must be processed through the Timetabling and Room Bookings /Conference Services Office procedures to ensure that the College meets its responsibilities in terms of reputation, safety and issues of equality.

All open events or events considered of interest to the wider community or similar should be notified to the Communications Team and included on the College Events Calendar with a clear indication where attendance is restricted and how. If it is necessary to book a place to attend an event, the College Events Calendar entry should link directly to the relevant information on the website or external bookings site such as Eventbrite. It will be the Communications Team’s responsibility to identify any clashes or issues with any event and notify Timetabling and Room Bookings and /or the Conference Services Office.

Event organisers should include appropriate time for setting up rooms/spaces and restoring the same to their original state as part of their booking request.

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C: Event Categories

To better understand the different types of events which take place at Goldsmiths, it is expected that any non‐teaching activity will fall into one of the following categories:

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Event Category Example Events Book Rooms by contacting: Room Hire Charges: Support for event provided by: CATEGORY 1 ( Internal Events)

Internal events which are organised by a member of Goldsmiths staff and will only be attended by Goldsmiths staff/students or prospective students

Council / Committee meetings Staff meetings Training / Staff Induction events Staff social events Open Days Examinations Enrolment UCAS Welcome Week Careers Fairs

Timetabling and Room Bookings

N/A The relevant Professional Services department

CATEGORY 2 ( Academic- subject relevant - Public Facing Events)

Outward‐facing Goldsmiths events, which promote or disseminate Goldsmiths teaching, scholarship or research. These events must be primarily organised by Goldsmiths staff and not hosted on behalf of an external organisation. Performances must be primarily produced and organised by Goldsmiths staff/students, but may be produced in collaboration with partner arts and cultural organisations. A fee may be charged for attendance, but this must only be to cover direct event costs (e.g.out of hours portering, security).

Public Lectures / School Annual Lectures Drama productions Christmas/Easter Concert Exhibitions


N/A The relevant academic or Professional Services department

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CATEGORY 3 (Goldsmiths Corporate Events) Corporate events organised by Goldsmiths to develop links with external partners, stakeholders or the alumni community to strengthen external partnerships and further Goldsmiths fundraising objectives (typically Alumni events).

College Guest Night Alumni Reunions/Receptions Launch Events/Building Openings Public Engagement


N/A The relevant Professional Services department

CATEGORY 4 (Semi Commercial Events) -Events which are primarily organised by / in

collaboration with an external organisation where Goldsmiths staff or a department are professionally involved and have agreed to host. The event must have a link to Goldsmiths teaching or research and should be open to Goldsmiths staff/students to attend. The event may charge a delegate fee to cover costs and/or generate revenue. -An event run by Goldsmiths staff/students where hosting at Goldsmiths would bring tangible non‐commercial reputational academic benefits to the College. -Includes other events co‐organised, co- branded, co‐funded or ’sponsored’, including Community Events, by Goldsmiths and an external organisation, except those covered by other categories.

Examples Discounting via INTERNAL APPLICATION: FORM A *Academic conference/event primarily organised by an external organisation, but with direct involvement from a Goldsmiths member of staff (e.g. through membership of an external organising committee). *Any event run by Goldsmiths students and is championed by their HoD e.g. - PhD Student driven conference / event

where the Goldsmiths student has received funding - Goldsmiths student driven event to

raise funds for their Degree Show/Charity etc.

Timetabling and Room Bookings via Conference Services

Yes unless an exemption has been approved.

Conference Services

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CATEGORY 5 ( Fully Commercial Events) Events organised by an external organisation with little or no involvement from Goldsmiths staff or a school/department and no direct link to Goldsmiths teaching or research

External conference bookings TV Filming

Timetabling and Room Bookings via Conference Services

Yes unless an exemption has been approved.

Conference Services

CATEGORY 6 (Students Union) Meetings Conferences

Timetabling and Room Bookings via Students’ Union Office to ensure that the event complies with the Students’ Union ‘Internal Room Booking Policy’ and to ascertain whether any other events of this nature are planned for the same day which could clash. Reference for eligibility to book such an event: Students’ Union ‘Internal Room Booking Policy’ and then booked directly via Timetabling and Room Bookings and confirmed booked when written confirmation is sent by Timetabling and Room Bookings via Students’ Union to the event organiser.

If the enquiry does not comply with the Students’ Union ‘Internal Room Booking Policy’ it will be considered to be a chargeable event and referred to Conferences Services.

N/A Goldsmiths Students’ Union

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In cases of uncertainty (e.g. where an event could fit more than one category) the responsibility for determining the appropriate category rests with the Officer designated by the Director of Estates and Facilities. Where charges are applicable, Conference Services will determine these and all bookings will be subject to Conference Services terms and conditions.

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D: Waiving or Reducing Fees

The automatic assumption is that full commercial charges will not apply to events where it is recognised that there will be a clear benefit to Goldsmiths from hosting the events and this policy should not be an obstacle to facilitating these activities and forming strategic partnerships.

Where an event would bring significant reputational benefit to Goldsmiths and/or form a strategic partnership for an internal department an application (Form A), available from Conference Services, can be made for the room hire charges to discounted. This application will be decided upon by the Officer designated by the Director of Estates and Facilities.

Where an event would bring significant non‐commercial benefit to Goldsmiths and/or form a strategic partnership with an external organisation, an application (Form B), available from Conference Services, can be made for the room hire charges to be discounted. This application will be decided upon by the Officer for External Engagement and Strategic Development. If a decision is contested the appeal will be heard by the Registrar and Secretary whose decision is final.

Before any application is made, Timetabling and Room Bookings should be contacted to establish if the rooms/facilities required for the proposed event are available. If so, these rooms will be provisionally held for up to 10 working days whilst a Form B application is prepared and submitted. If an application is not received within this time, the provisional hold on these rooms will be removed. The Form B application should be made in writing to the Officer for External Engagement and Strategic Development and must clearly outline how the College would benefit from hosting the event in question and how the event is linked to Goldsmiths teaching, research or community outreach programme. There may be a need to consult with colleagues in Communications and other professional services department before a decision. The decision will be communicated within 10 working days of receipt of the application. During this time, any rooms, which have been provisionally held by Timetabling and Room Bookings, will continue to be held. In the instances where commercial charges are waived or reduced, Conference Services may still provide support for the event.

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E: Room Bookings

All room booking requests for events (excluding Category 6) must be made by a member of Goldsmiths staff, with events for external organisers having their space requested by a member of Conference Services. This named individual will be recorded against the room booking and treated as the event organiser. They will be fully responsible for the H&S Risk Assessment, the activity that takes place within the room(s) during the booked period and any damage or loss, which occurs during this time, and are required to follow the published guidance:

Goldsmiths Conference Services Information for Staff organising an event

https://goldmine.gold.ac.uk/MyGoldsmiths/Pages/ConferenceServices.aspx

In the case of commercial bookings via Conference Services, confirmation is subject to terms and conditions and payment of any deposits/charges, which are applicable.


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F: Event Organiser Responsibilities

If an event takes place outside normal College working hours (Monday‐Friday, 9am‐9pm), Goldsmiths Security Staff will be required to supervise the building(s). Goldsmiths buildings cannot be open outside normal hours for events without appropriate staff being present. Charges are applicable for any out‐of‐hours security cover.

The event organiser is responsible for ensuring that all attendees at an event are aware of health and safety matters (such as fire procedures and emergency exit routes) and for the proper conduct of all attendees and speakers with reference to the Goldsmiths Freedom of Speech policy. Specifically, the Freedom of Speech policy states that event organisers have a duty to see that nothing in the preparations for or conduct of a meeting or activity infringes the law (for example by conduct likely to cause a breach of the peace or incitement to illegal activities).

Event organisers are also responsible for ensuring that designated room capacities (displayed at the entrance to all teaching rooms) are not exceeded. For more details please see refer to


The University has a responsibility to ensure that we arrange events with full consideration of the HM Government’s Prevent Strategy, 2011. Cm8092 , with specific reference to 10.56 – 10.89.

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/97976/prevent-strategy-review.pdf

If a planned event features a potentially controversial speaker, high profile guests (e.g. a politician) or if the subject matter is likely to attract protest; event plans must be submitted in line with the Venue Booking Policy Guidelines which requires, at the enquiry stage, a submission of a completed Speaker, Audience and Event Form via Conference Services for the attention of the Registrar and Secretary.

Everybody who is party to the organisation and administration of events has a responsibility to take on board this guidance. Formal responsibility for such compliance falls to the Registrar and Secretary’s Office.




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APPENDIX 1

Venue Booking Policy Guidelines These Guidelines have been developed in line with Goldsmiths, University of London’s General Regulations 2015-2016 (section 18) and the Goldsmiths Freedom of Speech Policy and the Venue Booking Policy (point F Event Organiser Responsibilities). All such enquiries are to be received via the Conference Services office. Enquiries that fall within Class 1 are to be declined on enquiry: Class 1 • Regular religious services • Regular political party meetings • Political party national / regional conferences Class 2 includes enquiries that are identified as potentially sensitive and include: Class 2 • Government Departments • Police • Religious Meetings/Conferences • Meetings/Presentations led by established political parties with a strong political focus The Speaker, Audience and Event Details Form will need to be completed and presented for approval at the enquiry stage of the potential booking within the time frames and requirements outlined in the Freedom of Speech Policy and should also include: • Length of the Event • Who will be invited to the Event and the number of Delegates that the Event anticipates attracting • Whether the Event will be ticketed • The University’s resource that will be used • Background check – alignments of the organisation • Whether the Event has any additional security requirements • Potential impact on Students and Staff • Potential impact on the University’s reputation The Speaker, Audience and Event Details Form should be submitted for the attention of the Registrar and Secretary via Conference Services Office.

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Goldsmiths has a long and rich history as an academic institution that has regularly welcomed visiting speakers from around the world to its campuses. Such speakers have brought and continue to bring great diversity of experience, insight and opinion, enriching our events and activities and sparking discussion and debate among our students, staff and visitors alike. Our Venue Booking policies and guidelines set in place a governing framework for events with external speakers to ensure that this proud heritage, where debate, challenge and dissent are not only permitted but expected, can continue for current and future generations, while safeguarding our institution and its staff and students. In determining whether an external speaker should be allowed to speak on University premises or at University-branded events, the University will balance the right of freedom of speech and academic freedom and its obligations under the relevant legislative and guidance frameworks. A list of the relevant frameworks in this context is given below. • Education Act (1986) • Equality Act (2010) • Counterterrorism and Security Act (2015) and the accompanying Prevent Duty

Guidance for Higher Education Institutions in England and Wales. • Universities UK guidance on External Speakers in Higher Education Institutions. • Equality and Human Rights Commission Guidance on Gender Segregation at Events and

Meetings. In considering whether the event should go ahead, or whether conditions on the event should be set, the Communications Department may request / make checks on external speakers which may include: Google search of speaker names, reference to speakers’ engagements at other universities, checks to ensure speakers are not on the Home Office website list of proscribed organisations.

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APPENDIX 2

Speaker, Audience and Event Details Form (for Class 2 categorised events)

Please note: - Successfully booking a room via the room booking form online does NOT mean the event (and room) is confirmed. Notice of the proposal for an event must be submitted via Conference Services for the attention of the Registrar and Secretary and should be received by the Registrar and Secretary for approval at the enquiry stage, within the stated time frames:

- in the case of external bookings at least twenty working days

- or in the case of speakers invited by staff or students of the College at least 10 working days before the proposed event date. The event should not be publicised until confirmation of booking has been received from Conference Services.

*The university reserves the right to reassess and potentially cancel bookings if criteria around the initial booking details change* Completion of required information by the event organiser should not exceed 2 x A4 page and must include:

Required Information Response Registrar and Secretary’s comment

1 Date of Event

2 Length of the Event

3 Who will Chair the Event

4 Name of the Speaker/s

5 Subject of the Address

6 Time of Arrival of the Speaker/s

7 Time of Departure of the Speaker/s

8 Will the Event be open to the public or restricted to Goldsmiths

staff /students?

9 What publicity are you planning to do

10 Number of Delegates that the Event anticipates attracting

11 Will the Event be ticketed

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12 Background check on the organization hosting the Event – incl.

start date and alignments of the organisation

13 Does the event holder believe that there are any additional

security requirements for the event

14 Potential impact on Students and Staff

15 Potential impact on the University’s reputation

16 The University’s resource that will be used

17 Do you intend to request the University to waiver or reduce Hire

Fees for this Event via a Form A or a Form B

18 Do you intend to fundraise at this event? YES NO please circle as appropriate

If YES please state the name of the charity

19 Will the Event be filmed:

YES NO please circle as appropriate if YES please complete below

By the Event Organiser YES NO please circle as appropriate

Permission will be given to others to film the Event YES NO please circle as appropriate

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APPENDIX 3 - Form A

APPLICATION FOR DISCOUNTED OR FREE USE OF COLLEGE SPACES BY AN INTERNAL DEPARTMENT Please return completed form to Conference Services Manager, Loring Management Centre

Room(s) required – include specific room or type of room, date(s) and time(s) (not all day) Note that discount – if approved – will be applied only to hire fee; any associated staff costs, equipment hire, catering etc will be charged in full

Costs per space (office use only)

Total value of hire £

To be completed by the Officer designated by the Director of Estates & Facilities Reason for discount

50% discount

100% discount Discretionary % discount

No discount

Total Client is to pay Signed / date

Applicant (member of Goldsmiths staff) Department

Application on behalf of (please list external organisation and their full address/ website)

Nature of event

Supporting statement – include details of department’s relationship with external body, and benefit to department/ College of supporting the event – continue on a separate sheet if necessary

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APPENDIX 4 - Form B

APPLICATION FOR DISCOUNTED OR FREE USE OF COLLEGE SPACES ES BY AN EXTERNAL ORGANISATION Please return completed form to Conference Services Manager, Loring Management Centre

Room(s) required – include specific room or type of room, date(s) and time(s) (not all day) Note that discount – if approved – will be applied only to hire fee; any associated staff costs, equipment hire, catering etc will be charged in full

Costs per space (office use only)

Total value of hire £

To be completed by the Officer for External Engagement and Strategic Development Reason for discount

50% discount

100% discount Discretionary % discount

No discount

Total Client is to pay Signed / date

Applicant (contact person) Group / Organisation

Address & Contact Details

Nature of event

Supporting statement – give details as to why this event should be supported by the College – continue on a separate sheet if necessary

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APPENDIX 5

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APPENDIX 6

Goldsmiths Conference Services – Tel: 020 7919 7133; Fax: 020 79197134

Creative Event Spaces Booking Form

INVOICE WILL BE SENT TO: ill

ADDRESS:

Tel No: Fax No: e-Mail: uk

Date of Event: Monday 8th June 2015

Contact Person at the Event: ill

Contact Number for Contact Person at the Event:

EVENT COSTS: All prices exclude VAT

Monday 8th June 2015

Hire of RHB 137 09h00 – 17h00 £420.00

Hire of RHB 142

09h00 – 17h00 Free of Charge for Catering

Catering:

09h00: Arrival Teas and Coffees @ £1.40 per person x 50 delegates = £70.00 10h45: Mid-Morning Teas and Coffees @ £1.40 per person x 50 delegates = £70.00 13h00: Afternoon Teas and Coffees @ £1.40 per person x 50 delegates= £70.00 14h15: Late Afternoon Teas and Coffees @ £1.40 per person x 50 delegates = £70.00 Sub-total: £280.00

Total: £700.00 + VAT (currently at 20%)

EVENT DETAILS:

Day conference with no lunch required

SPECIAL REQUESTS:

Very limited parking available on site – must be booked in advance

Please confirm timings of all services of refreshments

Organisers Signature

Date

ALL PRICES QUOTED EXCL. VAT AT CURRENT RATE

Office Use Only Booking Confirmed Charge Band Caterer: Chartwells Booking Ref Function Sheet Sent Invoiced

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APPENDIX 7 - Students’ Union Internal Room Booking Policy

1. Room bookings can only be made via the Students’ Union if they are on the behalf of an official Goldsmiths Students’ Union society or club. Students wishing to book for other reasons, such as needing a room for a study group or project, must book rooms through their academic department. (I) Societies and Clubs’ events that require a room booked can only be for Society and Club members. Societies and Clubs cannot make bookings on the behalf of external organisations.

2. All room booking requests for clubs and societies must be made via the official form, and cannot be organized through email, in person, or over the phone. (I) If you need to go into more detail than the form allows, you can do so in an email accompanying your request.

3. All information on the room booking form must be filled out correctly and accurately. If your event is found to be different to what you have informed the Students’ Union of, your booking will be cancelled.

4. Room bookings should be requested at least 7 days in advance of your event in order to get the most choice. Please be aware that your first choice of room might not be available due to the demand on rooms such as RHB Cinema, RHB 300, and lecture theatres. (I) Room bookings made fewer than 7 days before the event will be endeavored to be fulfilled, but no booking can be guaranteed. (II) Room bookings made less than 24 hours before the event will not be able to be fulfilled. (III) Due to demand, there is no guarantee that your room booking request will be able to be fulfilled.

5. For Student Union rooms booked for societies and clubs that are co-hosted with external organizations Form B must also be completed to assess whether these booking will incur a charge or not. If co-hosting for an external organization, the event must be targeted at students. (I) Any external organizations must adhere to the Student Union’s safe space policy and agree to do so before coming on campus. Refusal to do this will result in the room not being booked and the organization being prohibited from entering campus. (II). Any event found to be co-hosted with an external organization that has been created for the general public will have the room booking cancelled and referred to conference services.

6. Student’s events should cater primarily for the current student population of Goldsmiths. However, alumni, students from other universities and the wider non-student community may be allowed to attend events should they be of interest to these communities. (I) If the event will be advertised to the wider community, you must notify the Students’ Union in your room booking request.

7. The Students’ Union can book rooms for student events where hot food and/or full catering will be provided for attendees under the cost of £100. This catering will be provided by the SU Cafe to ensure it meets with health and safety requirements, please notify the SU to request catering in your booking request. (I) Snacks and drinks for events such as meetings, film screenings, forums etcetera are allowed, but please notify the Students’ Union of this during your booking request. (II) If you wish to provide hot/catered food for attendees over the cost of £100, please contact Conference Services. (III) After your event you must make sure you leave the room in a clean and tidy state. SU Appendix 7 V2 7/11/17 ENJTRS

venue booking policy for non- teaching events · 2018-11-23 · centrally bookable spaces and rooms...

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