The Timetabling Unit is responsible for the booking and management of all communal space areas at UEL. The following page serves as a guide to assist UEL staff members when booking communal space.
All communal space at UEL, for example the Atrium, University Square, Stratford external space, etc. must be booked through the Timetable Unit before it may be used. Additionally, all events held in any of these areas require a full risk assessment to be undertaken by the organiser and approved by Facilities Services before the event can take place. Other areas may be available for use but would have to be requested and considered on a case by case basis.
Your health, safety and welfare at work are important, and protected by law. It is therefore a legal requirement that all events be appropriately assessed with regard to the health and safety of both organisers and delegates and the best way of doing this is through the use of appropriately assessed risk assessments. The risk assessments can also aid service providers in determining your exact needs and taking steps to ensure your event is suitably catered for.
It is the responsibility of the School or Service organising the event to undertake the risk assessment. An easy 5 step guide on risk assessments can be found on the HSE web site at
http://www.hse.gov.uk/risk/fivesteps.htm.
You must confirm that the space you require is available on the date/s and time/s required with timetabling. Once this has been confirmed, the relevant Risk Assessment documents must be completed and submitted.
Many bookings for outside space at UEL require a vehicle or display to be set up for the event. To ensure the facilities department can serve your needs, several factors need to be considered before the booking is confirmed. Below is a list of considerations that need to be addressed before the booking will be confirmed.
Does your event include a vehicle needing access to any UEL Campus?
What type of vehicle is it? (Motorbike, car, van, truck, HGV, bus etc)
Will the vehicle require parking? If yes, for how long?
Does the vehicle need electrical, or other cable connections by UEL staff/facilities? If yes the maintenance team will need to be notified of your requirements.
If there are any other special requirements for the vehicle please specify.
Visitor parking permits are issued by the Customer Service team and are collected at the reception desk. More information about the Customer Service team can be found here:
http://www.uel.ac.uk/facilities/customerservices/index.htm
Will there be external guests at the event? If yes, then please provide an estimated number of guests. To ensure the university provides a safe, secure and clean environment for your guests, security, a first aider and additional cleaners might be required.
Will there be sales, fund raising or other financial transactions at the event? If yes, please make this known to security when booking the space.
Catering may only be provided with the prior approval of Facilities Services and must be organised through UEL's in-house catering services. External catering and homemade food are not permissible.
Information about UEL catering and how to order can be found here http://www.uel.ac.uk/catering/
All requests for room bookings by students must be made via the Student Union (visit SU reception for details). We are sorry, but direct bookings cannot be made by students to Timetabling. Guidance for booking space for students can be found here:
http://www.uel.ac.uk/conferences/timetable/adhoc.htm
© 2008
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Booking Communal Space at UEL