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To Book a Room for the Election Meeting

Societies are permitted to book ONE ROOM ONLY in which to hold an introductory meeting including the election of officers before they register.

 

For new societies the person who completed the “Request to Set Up a Society Form” must book the room for the introductory meeting.  For continuing societies the outgoing Chair, Treasurer or Secretary must book the room.

 

The room should be booked by sending an email to the conference office at conferences@lse.ac.uk.  The following information must be included:

• Society Name
• Your Name
• Position (i.e., Chair, Treasurer, Secretary, Founder)
• LSE ID Number
• Contact Phone Number
• Email Address
• Title Of Meeting (e.g., AGM, Election, Intro Meeting)
• Date of Meeting       
• Start Time
• End Time
• Alternative Dates/Times (in case there are no rooms available for your first choice)
• Estimated Numbers (be realistic)
• Type of room
• Audiovisual equipment requirements if any (e.g., laptop presentation facilities – please note that nearly all teaching rooms contain a PC and a data projector.  Information about rooms can be found at:<http://www.lse.ac.uk/admin/timetables/confirmed/ttrooms_it.htm>)
• Catering requirements if any (e.g., food and wine – this does not mean you have ordered catering just that an appropriate room will be allocated.)
• Additional information relevant to your room-booking request if any.

 

You should receive a response by email no later than 24 hours after sending the email request.

 

 

Registered Societies – Room Booking Procedure

 

Booking Rooms in the School

 

The society officers who have completed and signed the Room Booking Agreement Form will be given room booking rights via LSE for You on the second working day after the date on which the society was registered with the Students’ Union.

 

Try to allow as much time as possible between submitting the room booking request and the date of the event in order to publicise the event effectively.  You must not advertise your event until your room booking request has been confirmed.  Any advertisements for events where the room booking request has not yet been confirmed will be removed.

 

If you wish to check on the layout, capacity and audiovisual facilities of any rooms go to http://www.lse.ac.uk/admin/timetables/confirmed/ttrooms_ig_htm before you submit your room booking request. 

 

All rooms, including union rooms, must be left in the same state and the same layout as they were found.  Payment for any additional cleaning required or damage incurred will be the responsibility of the individual who booked the room.  The society may also be liable to a fine set by the Finance and Services Committee.

 

The room booking procedure allows you to see what rooms are available at the time and the day you have requested so you are able to request the room you think is most suitable to your requirements.  You will be able to put in requests for all lecture and seminar rooms in the School.  

 

Completing a room booking request does not guarantee the booking.  Space in the School is severely limited especially during the day.  You may have to enter several alternative dates and times until the search comes up with an appropriate room.  Remember that you are not permitted to hold any society meetings at the same time as the Union General Meeting (Thursdays 1-2pm). Do not request a room for longer than you need it, as this will limit the number of available rooms the search comes up with.  The Conference Office may still deny your request if you have not given sufficient information or if you have requested a room they consider unsuitable for your requirements.

 

Regular room bookings requests for the whole academic year can be submitted once you have registered. You just need to enter the number and frequency of the meetings.  However, the same room may not be available each week at the same time on the same day so it is possible the search may come up with no rooms but there may be rooms available on that day and time but only for certain weeks so you will have to adjust your search accordingly. 

 

If you require the porters to change the layout of a room you must arrange it with them at least three working days in advance.  Contact Vic, Ext. 6760, Room A15, v.a.finnigan@lse.ac.uk.

 

Nearly all teaching rooms contain a PC and a data projector but if you require additional audiovisual equipment to that supplied in the room the Chairperson should contact R. Flood on Ext. 7694, Room H810, r.flood@lse.ac.uk.

 

To make your room booking requests:

1. Click on LSE For You
2. Select “Room Bookings”
3. Click on Request a room
4. Enter the details as requested: click on the arrows and then select as appropriate.
5. For “number of people” - select the minimum number you expect and the search will include all the rooms available that hold from that number of people to at least the next number in the range e.g., if you select 20 the search will include rooms that can hold between 20 and 50 people.
6. For “meeting duration” – select the minimum time you expect the meeting to last and the search will include all rooms available for that length of time to the next time length in the range.  If your meeting will be longer than 4 hours select 4 as the search will include all rooms available for 4 hours or longer.
7. Click on search
8. All the rooms available for the time and day, duration of meeting and number of people you have requested will be shown including details of the audio visual facilities provided in that room. 
9. Decide on the most appropriate room and click on request.
10. Click on ‘click here to continue’
11. The “Booking Request Details” screen will then come up.
12. Enter the booking times and meeting times using the twenty-four hour clock.  If you have a speaker, are having catering and/or require the layout of the room to be changed you should allow some preparation and clearing up time.
13. Enter a specific description of the purpose of your booking request, vague descriptions such as seminar or meeting are not adequate, you need to state what the meeting is about, if you have a speaker you must include the title or topic of the talk, if you are showing a film or video you must include the name.  The description must be in the format LSESU “Name of Society” – “Purpose of Booking”, e.g., LSESU Japan Society – Language Lessons.
14. Most events will be advertised within the School only (click on the down arrow for this option) and all events will be included on the events web page.   You can request that your event is advertised on the events screens but obviously space is limited and only major events are advertised here.
15. Enter any speakers’ names or if you do not know their name at this stage enter the company or organisation they are from.  The Conference Office may not confirm your booking request until they have received full details regarding speakers and topics.
16. If you require catering use the down arrow to select the most appropriate option.  However, this does not mean you have ordered catering – this has to be done separately, see Catering Regulations. It just means that the conference office can ensure that you have requested an appropriate room for your requirements.
17. Enter any other information relevant to your booking request.  Insufficient information will delay confirmation of your room booking.
18. Click on continue.  A warning box will come up if you have not allowed yourself any preparation or clearing up time.  Click on OK if you do not need any extra time before or after your meeting (routine society meetings) or cancel if you should have allowed yourself extra time (speaker meetings etc.). This will allow you to alter your requested booking times.  Your request will be sent to the Conference Office.
19. Confirmation of your booking will be sent to your personal mailbox within 24 hours.  If the Conference Office are unable to confirm your booking you will receive a response from them within 24 hours informing you why or requesting further information.
20. The system should time you out after approximately five minutes but do remember to log out once you have completed your room booking request. 
21. You are able to see all the bookings you, personally, have made by selecting “view your bookings”.  If you wish to cancel a room booking, go to view your bookings and select the booking you wish to cancel.  Go to the bottom of the screen, and click on “cancel selected meeting”, click OK to confirm cancellation.  It is essential that you cancel any bookings that you no longer require, you may lose your room booking rights if you do not.

 

Booking the Old Theatre

Due to high demand for the Old Theatre in the Lent term for society shows and plays in addition to the usual public lecture schedule and other booking requirements you cannot book the Old Theatre for dates in the Lent Term via LSE for You.  Email the conference office with your preferred dates for the performance(s) and rehearsal(s) by Friday 14^th December.  All requests will be reviewed over the Christmas vacation so that a fair allocation of the space can be given to all those societies who require it.  You will be informed of your allocation at the beginning of the Lent term.

 

Booking the Old Theatre includes use of the green room as part of the booking.  Societies are restricted to using the green room for the duration of the booking of the Old Theatre and should not use the green room when the Old Theatre has been booked out to other people. The green room can be used for limited storage of equipment for the duration of a society’s performance but the equipment should be clearly marked as belonging to the particular society and no valuable equipment should be left in there as the room is not secure.  The School and the SU do not accept any responsibility for the loss, damage or theft of any equipment left in the green room. Societies should also ensure that equipment is removed after a show and that the green room is left in a clean and tidy state.  Any equipment left in the green room for any period of time may be disposed of.

 

While societies are allowed to rehearse in the Old Theatre, no music may be played or any excessive noise generated before 6pm.

 

Hiring Equipment from an External Supplier

Due to health and safety regulations, if you wish to hire equipment in from outside for use in either School or SU rooms you will need to obtain permission in advance from the Entertainment Manager. You must ensure that any electrical equipment brought on to the premises has been inspected and tested and a copy of the test certificate should be given to the Entertainments Manager.  Loudspeakers, staging, lighting and associated equipment should be either professionally erected or erected by School or SU personnel with adequate expertise and experience.  You will also need to check whether the equipment is insured by the supplier and if not you must speak to Alice who can arrange temporary cover – this will be charged to the society. 

 

Booking the Underground or the Quad

 

These rooms cannot be booked via LSE for You.  Bookings for these rooms made directly through LSE for You or the conference office will not be honoured.

 

To book either the Quad or the Underground send an email to the Entertainments Manager (su.ents@lse.ac.uk) including the following information:

1.      Society Name

2.      Your Name

3.      Position (e.g., Chairperson)

4.      Contact Phone Number

5.      Email Address

6.      Title Of Meeting / Event

7.      Date of Meeting / Event

8.      Start Time (remember to allow for setting up time)

9.      End Time (remember to allow for clearing up time)

10.  Alternative Date/times (in case the room is not available at the time and date you requested)

11.  Estimated Numbers

12.  Additional information relevant to your room booking request if any; for example, if you are booking these rooms for a party, band or show the Entertainments Manager will also need to know:

a)     sound and lighting requirements

b)     room layout requirements (i.e., cleared of tables and chairs or not)

c)      if a DJ is needed

d)     if you intend to have a bar subsidy

 

The Entertainments Manager will respond to you by email within 24 hours either confirming your booking or requesting further information. 

 

Costs

 

To hire the Underground or Quad the maximum fee is £120.  These charges include sound equipment, lighting and the bar and may be paid by internal transfer  (see the Finance Pack).   The Entertainments Manager is willing to negotiate the fees depending on demand and expected numbers. 

 

A Cancellation fee of £60 will be charged for lack of adequate notification regarding cancellation of room bookings. All changes must be communicated via email to the Entertainments Manager a full 2 weeks (14 days) prior to the provisional event booking.

 

If only the space is required, i.e., you do not want the bar open and do not need to use the sound and lights, there will be no charge, but bookings of this kind are rare because in these spaces it is not permitted to either sell or give away alcohol purchased elsewhere except by prior arrangement with the Bar Manager and the Union’s sound and light systems are much cheaper than hiring from outside.  

 

For some parties in the Quad and Underground security staff may be required.  Societies are not permitted to use students as security staff for insurance reasons.  The Bar Manager will book security staff for you but the society will be charged so bear this in mind when you are budgeting for the event.  (See Finance Pack for costs.)

 

 

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