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Room Booking Procedure

Requests for booking may be made no more than eleven months in advance (demand for accommodation is high so early booking is advised) and normally no less than one week prior to the date required although centre staff will make every effort to accommodate late bookings wherever possible.

All requests for room bookings should be made by phone or e-mail to the Centre Management Team (please see "Contact Information" section for office opening times and contact details).

After establishing that the intended use is within the criteria for room bookings, and confirming availability, centre staff will require the following information to complete the booking:

  • Name of the organisation
  • Name of the contact within the organisation
  • The function name
  • The type of function e.g. training
  • The number of days over which the booking will take place (rooms may be "block booked" for events/groups lasting over several weeks or months)
  • The date(s) required
  • The starting time
  • The finishing time
  • The total numbers attending
  • The room(s) required (depending on the type of event it may be possible to allocate several rooms for one event).
  • The room layout(s) required
  • Any additional equipment required
  • Any catering requirements
  • Any additional information relative to the booking

A booking reference number will be supplied which should be used on all correspondence relating to the booking.  A booking confirmation will then be posted on the same day as the request (or faxed in the case of late bookings) to the person responsible for the booking.

Details within the form should then be checked and the form signed and returned to the centre.  Bookings will only be considered confirmed when a signed confirmation has been returned to the centre.  Please note that rooms cannot be held in reserve although a booked date, which later proves unsuitable, may be cancelled.

After returning the form, further minor changes may be made by contacting the centre and quoting the booking reference number not less than seven days prior to the the booked date.  Where changes are significant i.e. addition of catering, a revised booking form will be issued for signature and return.

All cancellations must be made in writing, quoting the booking reference number as soon as possible and, where catering has been requested, not less than 72 hours prior to the event taking place.  Where less than 72 hours notice is provided, a charge may be made.  We ask for as much notice as possible if bookings require to be cancelled in order that facilities can be reallocated.