For Office Use Only
Invoice No. ……………………………………. Booking Ref No. …………………………….
Order No. ……………………………………… Room Hire Charge. …………………………
Video Conference Booking Form
Your booking will not be confirmed until this form has been completed, signed and returned
Date of Function: Please specify any
early opening times
Company Name: No. Delegates Attending:
Contact Name for Booking: Contact on the Day:
Telephone No: Event/Course Title:
Email Address: Purchase Order No:
Address: Invoice Address if Different:
Equipment Yes/No Cost Equipment Yes/No Cost
Data Projector Flipchart
Internet Connection Portable Screen
Telephone Overhead Projector
Conference Phone Console
Other Presentation Equipment (please specify)
Refreshments No. Required Time 1 Time 2 Time 3 Cost
Coffee/Tea & Biscuits,
complimentary jugs of water
Mineral Water ( large or
small, still or sparkling?)
Please specify menu choice
Please turn over to complete
ICF135 Issue 03
29th September 2011
Please indicate the layout of the room that you require (tick the appropriate box):
Theatre Style Board Room U-Shape Cabaret
Other - please detail below the room layout that you require – or any specific requirements based on one of the layouts given above:
In all cases please specify the number of places that need to be accommodated:
This End Contact Details: York Science Park Ltd, Innovation Way, Heslington, York YO105DG
Telephone: +44(0)1904 435100
IP Address: 220.127.116.11
ISDN No.: +44(0)1904 561506
Far End Contact Details:
Name: Telephone Number:
ISDN Number: IP Address:
* Please note that all calls dialled out on ISDN are charged at BT Business rates
Test call date and time:
Authorised (please sign): _________________________________________________________
For further requirements or queries please contact email@example.com or 01904 435100
Terms and Conditions
Please note that cancellation charges noted below will only be applied to bookings that have been confirmed via the return of a completed booking form.
Once a provisional booking has been made, a booking form must be completed and returned at least 2 weeks prior to the meeting going ahead otherwise the
booking may be cancelled.
Final numbers and requirements for all bookings must be confirmed at least 1 week before the event is due to take place.
All cancellations should be confirmed in writing or email.
There is a non-negotiable clearance charge of £1.00 per delegate when organising your own catering
All equipment hire is subject to availability. You will be informed if the item requested is not available at point of booking.
Internal users are defined as resident and virtual office companies of the Innovation, Bio and IT Centres, Enterprise House, The Catalyst and Springboard.
External users are all other bookings.
Cancellations for Video Conferencing
In order to avoid a cancellation charge, cancellations of Video Conferencing bookings must be received at least three working days before the proposed event.
If cancellation occurs within two working days of the proposed event then you will incur half the cost of the room hire.
If cancellation occurs within one working day of the proposed event you will incur the full cost of the room hire (excluding equipment charge).
If the proposed event is not cancelled at all or on the day you will be charged the full cost of room hire, full cost of any refreshments and/or catering and
any other equipment ordered.
ICF135 Issue 03
29th September 2011