Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out

ucl-college-room-bookings-11-12-t2_1_

VIEWS: 3 PAGES: 54

									Please complete this form if you wish to request:
1. A Lecture Theatre, Seminar room or other space on the UCL campus, on behalf of your club or society.
2. Approval of a non-UCLU affiliated speaker or film screening at your event*
3. Audio Visual equipment for your event*

*To request either, you must fill in the first four columns of the Room Request sheet, even if you have alread
a booking. In this case please write "ROOM REQUESTED" in the "Name of Function" column, and we will pro
requests only.

If you require a Union managed bar (Phineas, Mully's) Please complete a Venue Request Form , available on


1   Contact details

    Club/Society Name
    President Name

    Telephone
    Email

2   Room Request

3   Outside Speaker Notification

4   Film Screening Notification

5   AV Request

6   Catering Information

Ensure that all information, in particular dates and times, are input clearly - otherwise these cannot be rea

Please complete all appropriate sections and return by email to uclu-csactivity@ucl.ac.uk, at least 14 days b
received later than this date or in the wrong format will not be processed.
Please allow up to four days for processing time (i.e. until you receive confirmation). If you have any urgent
admin office on 0207 679 1357.

Please note that your confirmation of room booking will be sent to the stated email account separately by th
                                    College Rooms
plete this form if you wish to request:
 Theatre, Seminar room or other space on the UCL campus, on behalf of your club or society.
 of a non-UCLU affiliated speaker or film screening at your event*
ual equipment for your event*

 either, you must fill in the first four columns of the Room Request sheet, even if you have already requested a room or confirmed
In this case please write "ROOM REQUESTED" in the "Name of Function" column, and we will process your speaker, film and AV
ly.

re a Union managed bar (Phineas, Mully's) Please complete a Venue Request Form , available on the UCLU website.
                       Please note only the President can book a room for their society.
 details




 equest

 Speaker Notification

 eening Notification

uest

g Information

 all information, in particular dates and times, are input clearly - otherwise these cannot be read.

plete all appropriate sections and return by email to uclu-csactivity@ucl.ac.uk, at least 14 days before your booking. Any forms
 er than this date or in the wrong format will not be processed.
w up to four days for processing time (i.e. until you receive confirmation). If you have any urgent querries please contact the CSC
e on 0207 679 1357.

 that your confirmation of room booking will be sent to the stated email account separately by the UCL Room Bookings Office.
.




lready requested a room or confirmed
l process your speaker, film and AV



e on the UCLU website.




e read.

ays before your booking. Any forms

gent querries please contact the CSC



by the UCL Room Bookings Office.
                                                                                            Room Request form
                                                 Please indicate on this sheet which rooms you would like to use. It should be submitted at least 2
                                                                                 weeks in advance of your booking.

Outside Speaker                Film Screening                                   Audio Visual Request                                                                        Catering Information                                Front Page
                                                                                                                                                             Disabled
                                                                                 No. of people
    Date of                         Finish                                                                                          Full details of           access        Security staff required        Further requirements (e.g Furniture, poster
                    Start time                       Requested venue               attending           Name of function
    booking                          time                                                                                             function               required              (Yes/No)                  boards etc, but excluding Audio Visual)
                                                                                  (expected)
                                                                                                                                                             (yes/no)




Terms & Conditions of use for College Rooms
As a courtesy to other users please leave the venue in a tidy condition, returning any furniture you have moved to its original position. If you have an evening event please turn off all lights as you leave and where possible inform the Security staff that you
are vacating the premises.

CANCELLATIONS
If for any reason you no longer wish to proceed with your booking please cancel it with the Room and Conference Bookings Office so that the space can be allocated to another user.

CATERING
Eating and drinking is not permitted in lecture and meeting rooms unless a specific request is made at the time of booking.

EMERGENCY PROCEDURE
It is your responsibility to familiarise yourself and other users with the procedures to follow in the event of a fire. Upon hearing the Fire Alarm participants should leave the room by the nearest Fire Exit and proceed to the Assembly Point. The Assembly
Point is detailed on the 'Fire Action' notice displayed in each room.

SMOKING
Smoking is only permitted in specifically designated areas.

WHEEL CHAIR ACCESS
If wheel chair access is required you are requested to notify the Room and Conference Bookings Office so that appropriate provision is made.
It is your responsibility to familiarise yourself and other users with the procedures to follow in the event of a fire. Upon hearing the Fire Alarm participants should leave the room by the nearest Fire Exit and proceed to the Assembly Point. The Assembly
Point is detailed on the 'Fire Action' notice displayed in each room.

SMOKING
Smoking is only permitted in specifically designated areas.

WHEEL CHAIR ACCESS
If wheel chair access is required you are requested to notify the Room and Conference Bookings Office so that appropriate provision is made.
                                            Outside Speaker Briefing for Club Presidents
                               Please read the information below to make sure you understand UCLU
                                                       Outside Speaker Policy


UCLU has policy and procedures regarding external speakers in order to enshrine our commitment t
ensuring we act in the best interests of our students and in a socially responsible manner. We are co
and discussion to further the extra-curricular development of our students. Constitutionally, UCLU is
Speech and to support student societies in inviting external speakers to their events to contribute to t
When approving external speaker requests, it is important that we take into consideration any risks a
attending the event so that we can work with you to mitigate them. This may require additional suppo
time we have to prepare the better. Risks we have to take into consideration when approving a spea
and health and safety. We also consider the history of the speaker and any media attention they hav
regarding discrimination, incitement and intimidation are taken into account when reviewing the histo
that we are not perceived to be providing a platform for illegal activity. We will also consider any parti
may take offence at the invitation of the speaker to an event and will encourage you to contact them
concerns.
It is important that you include as much information as possible to speed up the checks we have to p
form is submitted incomplete or we feel that you have not been thorough enough, we will send the fo
updated. You need to leave us two weeks to carry out our approval process from the date of submiss
appropriately detailed form, so submitting an inappropriately completed form risks having your event

The ‘Briefing for External Speakers’ document provided on our website must be circulated to
submission of the form. You then need to confirm with them that they agree to comply with UCLU p
one of our events, and note this on the form

The Freedom of Speech Rider we have included in the Club and Society Development Pack is aimed
our policy amongst all attendees at your event, including those not classified as speakers. With that i
paste this rider on to the bottom of emails you send out inviting people to your event, for example on
list, as well as the event pages you set up on the internet, for example on Facebook. It is essential th
to the nature of some events, even those that are not classified as speakers will be voicing their opin
discussions.

While we realise that the bureaucratic burden of forms is not insignificant, we hope you understand t
provide is important for us to be able to fairly assess each speaker and make a decision that is in the
students and of UCLU. Overall, responsibility for all UCLU activity, including Club and Society events
Board.

For more information please refer to the Freedom of Speech policy that is included in the club and S
any questions remain, please contact the Student Activities Officer at sa.officer@ucl.ac.uk
er Briefing for Club Presidents
 below to make sure you understand UCLU's
 side Speaker Policy


kers in order to enshrine our commitment to Freedom of Speech while
n a socially responsible manner. We are committed to facilitating debate
 of our students. Constitutionally, UCLU is committed to Freedom of
al speakers to their events to contribute to the dialogue.
   that we take into consideration any risks associated with the speaker
 te them. This may require additional support and resources so the more
  into consideration when approving a speaker include student wellbeing
  speaker and any media attention they have received previously. Laws
aken into account when reviewing the history of the speaker to ensure
egal activity. We will also consider any particular student groups that
 nt and will encourage you to contact them in advance to discuss their

ssible to speed up the checks we have to perform on the speaker. If the
 been thorough enough, we will send the form back to you to be
 approval process from the date of submission of a complete and
ely completed form risks having your event postponed.

ed on our website must be circulated to all speakers in advance of
hem that they agree to comply with UCLU policy while being hosted at


ub and Society Development Pack is aimed at increasing awareness of
hose not classified as speakers. With that in mind, you must copy and
viting people to your event, for example on your club or society mailing
 for example on Facebook. It is essential that this be circulated as due
sified as speakers will be voicing their opinions and contributing to


not insignificant, we hope you understand that the information you
 speaker and make a decision that is in the best interests of the
 activity, including Club and Society events, lies with the UCLU Trustee


 ch policy that is included in the club and Society Development Pack. If
 s Officer at sa.officer@ucl.ac.uk
                                                                                                    Notification of Functions with Outside Speakers
                                              Failure to disclose full speaker details may result in your event/booking being cancelled and could result in referral for UCLU/UCL disciplinary
                                                                                                    It must be submitted at least 2 weeks in advance of the meeting.
           Room Request             Film Screening               Front Page                                                                                  Audio Visual Request

                                                                                                       Has the speaker   Does this event have a co-
                                                                                     Speakers'
 Date of                                                      Speaker(s) Full                          been given and     host, partner agency or                  Full details of the
           Start time Finish time             Room                              religious/political/
function                                                          Name                               agreed to the UCLU    sponsor? Please give                   meeting/talk/speech
                                                                                 other affiliation?
                                                                                                      speakers briefing?       details below
al for UCLU/UCL disciplinary action

      Catering Information

                                                In the past, has this     Open to -
       Website link and/or Will your function
                                                  speaker or topic      Members only,
       information on your   attract media
                                                   generated any         public or by
             speaker        interest - Why?
                                                    controversy?         invitation ?
Club
Members

Public
Invitation
only
                                                Notification of Film Screenings
                                         This form is to provide notification to the Union about
                                    copyrighted films your club/society intends to screen. It must be
                                         submitted at least 2 weeks in advance of the meeting.
Room Request          Front Page Outside Speaker

                      Ensure you have completed the first four columns of the Room Request sheet before p

Screening date       Start Time     Finish Time Location of screening
                                                                         0
                                                                         0
                                                                         0
                                                                         0
                                                                         0
                                                                         0
                                                                         0
                                                                         0
                                                                         0

                                                    Declaration of club/society President
I have read and agree to accept the terms of the PVS licence and agree that the club/society screening of the st
terms outlined.
View PVS Licence
Insert Name
ication of Film Screenings
o provide notification to the Union about
your club/society intends to screen. It must be
 least 2 weeks in advance of the meeting.
                    Audio Visual Request                              Catering Information

first four columns of the Room Request sheet before proceeding

                           Name of film           format (DVD/VHS)    Purchased from




 claration of club/society President
cence and agree that the club/society screening of the stated film with be within the
Catering Information
                                              Audio Visual Equipment Request
                    Please indicate here any rooms you require AV equipment for (e.g. Data Projector,
                   system). This request will be forwarded to our finance department and will be ded
                                                          non-grant account.
Front Page                   Room Request
                  Ensure you have completed the first four columns of the Room Request sheet befo

Date of booking    Requested venue

                                                    0

                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
                                                    0
   Audio Visual Equipment Request
 rooms you require AV equipment for (e.g. Data Projector, DVD player, PA
ll be forwarded to our finance department and will be deducted from your
               non-grant account.
                       Outside Speaker                Film Screening       Catering Information
ed the first four columns of the Room Request sheet before proceeding

           AV Equipment required                  Time required from       Time required
                                                                           until
Information
                                                                 Catering Information
                                 This form is to provide notification to the Union and College Room bookings abo
                                requirements and if its catered by the UCLU, UCL or External caterers. Please con
                               details directly UCL Union Catering on 020 7679 7218. It should be submitted at le
                                                                    advance of your booking.
Updated 25/11/11
   Room Request    Outside Speaker              Film Screening
                                              Front Page

                             Ensure you have completed the first four columns of the Room Request sheet befo

                             Date of booking Catering
                                             Required?
                                             YES/NO
                  Catering Information
o provide notification to the Union and College Room bookings about catering
and if its catered by the UCLU, UCL or External caterers. Please confirm catering
UCL Union Catering on 020 7679 7218. It should be submitted at least 2 weeks in
                      advance of your booking.


                                         Audio Visual Request
Front Page

completed the first four columns of the Room Request sheet before proceeding

                         Is it UCL Catering? YES/NO        Is it External Catering?
                                                                    YES/NO
                                            Public Video Screening (PVS) License
Back
UCL is covered by a Public Video Screening (PVS) License for audiences of UCL staff and students in any UCL p
Bloomsbury site.

The PVS license covers the following types of screening:
o Featured screening - screening that is a main or special attraction in circumstances where the audience is e
film in its entirety.
o Background screening – screening that is made in order to create an atmosphere or ambience where it is n
attraction and where the audience is transient and not expected to watch the film in its entirety.


                                                         Terms of the PVS license

1. PVS licence covers only films available for sale or rental in the UK. If a film has not yet been release for sa
will not be covered by the PVS license. You must obtain physical copies of any films you wish to screen on V
legitimate retail or rental outlets. The PVS license does not cover 35 mm, 16mm, digital files or any other fo
cutting, editing or copying of the film.

2. All VHS videos and DVDs must be “copyright-fee-paid”, that is, they must be legitimate copies of films auth
the owner of the copyright in the films. The screening of counterfeit or pirate copies of films is not permitte

3. Screenings must be free to the licensed group. It is a fundamental term of the PVS license that no charge
indirectly. There must be no admission charge to the licensed premises or the building within those premise

4. The screening must take place at the licensed premises to the licensed group of people. The screening mu
of the licensed premises – an area at the licensed premises to which the public (or defined group) has unrest
must be no outdoor screenings.

5. Screenings at events, including charity or fundraising events, where anyone has paid to attend are not be
licence. Separate individual licences for screenings where the audience pays to attend are available from Fil
for fundraising events.

6. Fundraising activities where no charge is made for the screenings but a small charge is made for, say food
under the PVS Licence but such events may not be promoted or advertised. If you wish to hold a fundraising
event, please contact Filmbank for the appropriate licence.

7. It is not permitted to use a screening to promote or endorse any other goods or services. No advertising o
screening is allowed except in the following very limited circumstances:
i. where commercial activity of any kind is not undertaken during, prior to or after a screening
   and
ii. The advertising or promotion is only within the licensed premises to members of the licensed group.

8. The PVS licence will cover screenings for a club or society for its members where the members have paid m
provided that the screening is only incident to the main purposes of the club or society.
8. The PVS licence will cover screenings for a club or society for its members where the members have paid m
provided that the screening is only incident to the main purposes of the club or society.
reening (PVS) License
 diences of UCL staff and students in any UCL premises on the



 tion in circumstances where the audience is expected to watch the

eate an atmosphere or ambience where it is not the main or special
d to watch the film in its entirety.


f the PVS license

 e UK. If a film has not yet been release for sale or rental in the UK, it
 al copies of any films you wish to screen on VHS video or DVD from
 er 35 mm, 16mm, digital files or any other format. There must be no


 s, they must be legitimate copies of films authorised for screening by
 erfeit or pirate copies of films is not permitted.

mental term of the PVS license that no charge is made directly or
 remises or the building within those premises, where the Film is being

e licensed group of people. The screening must be in communal areas
which the public (or defined group) has unrestricted access. There


 where anyone has paid to attend are not be covered by the PVS
audience pays to attend are available from Filmbank and are suitable


nings but a small charge is made for, say food and drink, are permitted
r advertised. If you wish to hold a fundraising event and advertise the


 any other goods or services. No advertising or promotion of a
 stances:
ng, prior to or after a screening

mises to members of the licensed group.

 its members where the members have paid membership fees
 es of the club or society.
its members where the members have paid membership fees
es of the club or society.

								
To top