T&C's for Chaplaincy Room Bookings (Non-Societies)

Please note we do not provide any events management; the booker is responsible for all aspects of event delivery including catering, room set up, audio visual provision etc.

Booking Times

During semester, the centre is open for bookings Monday to Friday 10am to 9pm. It is important to adhere to the timings of your booking or it will affect your ability to re-book in the future.

If you wish to run an event outside of these hours i.e. on the weekend or in the evening outside of semester time, please enquire about making an out of hours booking. These bookings rely on servitor availability and cost £22 per hour for a minimum of 4 hours. Throughout the event, the servitor will be permanently based at reception and will be expecting to have locked up the building and to have left by the end time booked.

Please note that you are responsible for passing this information to all members of your society/group who use the Centre.  Failure to adhere to the terms and conditions may result in your society/group being denied use of the space.

Bookings Policy

All bookings are to be made through the Chaplaincy Receptionist.  The booking form must be completed by the event organiser or group leader. The booking form can be found here Room bookings | Multi-Faith and Belief Chaplaincy, For All Faiths and None | Chaplaincy

The staff on duty have the authority to ensure that the conditions of the booking are observed.  The group is required to clear up after every meeting (this includes washing up & room set up), and the premises should be left tidy.  The event organiser is liable for any damage to, or theft of, equipment and furniture in the Chaplaincy. 

Cancellation and Non-Attendance Policy

Please notify the Chaplaincy Receptionist at least 48 hours in advance if you need to cancel a booking, even for one week (Tel: 0131 650 2595 or email: chaplaincy@ed.ac.uk). 

Cancellations less than 48 hours before the event may incur a charge for services. If a group misses two consecutive bookings, we will send a reminder email. After three cancellations, we reserve the right to cancel further bookings.

The Chaplain has precedence over all bookings and may cancel a booking at any time. In such cases, the Chaplaincy is not responsible for arranging an alternate venue.

Subletting

Please note Groups cannot, under any circumstances, sub-let or swap their booking without first consulting the Chaplaincy Receptionist.

Code of Student Conduct

All societies and groups must ensure members adhere to the University’s Code of Student Conduct. More information is available at  http://www.ed.ac.uk/academic-services/staff/discipline/code-discipline

Room Set Up

Each of the rooms has a set number of tables & chairs. Please do not remove tables or chairs from any room. 

Meeting Rooms 1 & 2 should have 30 blue chairs neatly stacked in a row at the side of the room and the tables pushed against the walls. Please do not move them between rooms.

The Auditorium should be reset according to the plan on the kitchen door; the red chairs and low coffee tables along the walls and the large tables placed throughout the room as with 4/6 wooden chairs at each table. 

Any questions please ask the staff or servitor on duty. 

External Speakers

If your group is having an external speaker, please apply for permission at least 10 working days before the event using the room booking form. Notify the Chaplaincy immediately of any changes regarding external speakers through a new booking request form. 

In accordance with the University’s policy on Speakers and Events, the event organiser must provide all necessary details/disclaimers regarding any involvement by external speakers and/or public access to the event.  For further information, please see:

http://www.ed.ac.uk/university-secretary-group/prevent-duty

Kitchen Use and Catering

Any group wishing to have use of the kitchen for hot water provision must let the Chaplaincy Receptionist know prior to the booking so the kitchen will be left open. If you have been given permission to use the kitchen, please make sure it is tidied up at the end of your event, with all dishes washed and you factor this into your tidying up time.  

Due to current health and Safety regulations the oven and hob are not available for use unless without prior application and if granted all applicable hygiene and first aid certificates must be relevant and up to date. This request is only applicable to a regular booking not a one-off event.

If catering is bring provided this must be organised directly between the booker and the catering company. The chaplaincy isn’t involved in ordering catering on behalf of any groups. The kitchen is available for prep use and to set out the food by the catering company or for self-catering.  For events and bookings where catering is being provided including self-catering i.e., pot luck suppers, we must be made aware. A Food Disclaimer form must be signed and retuned before the start of the event by the event organiser, taking responsibility for the food and informing people of all allergens. 

Policy on Alcohol and Smoking

We do not accept bookings where alcohol is served. Smoking is strictly prohibited on University Premises.

Use of Candles and Tea Lights

Use of candles/tea lights, etc is strictly prohibited on University premises.  The Chaplaincy has a number of LED tea lights and is willing to let societies/groups have the use of these.  Please contact Reception if you wish to arrange to borrow these. 

Children

Any children coming into the Chaplaincy Centre must be accompanied by a responsible adult. 

Safeguarding

It is the responsibility of the group booking a space at the Chaplaincy for a regular booking or a one-off event to ensure that they are up to date with any PVG certificates if required for an event and to have a relevant and robust safeguarding policy if required/recommended. 

Fire Safety & Accessibility

Please familiarise yourself with the locations of alarms, extinguishers and blankets. Ensure the safe evacuation of everyone, including individuals with disabilities, and follow instructions from staff on site, i.e., the servitor or a fire steward from EUSA. Currently there are no procedures for evacuating mobility-impaired individuals from the first floor. 

The Auditorium is accessible through the main entrance. For accessing upstairs meeting rooms without stairs, a lift in the EUSA premises is available. This lift is reached via level ground and a ramp. The lift requires EUSA staff assistance and operates Monday to Friday, 9am - 5pm. Organise this in advance by contacting reception (Tel: 0131 650 2595 or email chaplaincy@ed.ac.uk).

Two designated Blue Badge parking bays are located at the far side of the Potterrow building, in Marshall Street.

We reserve the right to cancel bookings if Health & Safety policies/guidelines are not followed.

AV/Equipment

The Chaplaincy has a screen in the Auditorium and a projector kept in reception for use in the Auditorium, you can request this by emailing the Chaplaincy at the time of booking. Meeting Room 1 and 2 have a ceiling projector installed; you can request the remote at reception. We don’t have any speakers or PA systems, if this is required this needs to be organised separately by the booker. There is no in-house AV Technician and technical support is not provided by the Chaplaincy. If needed, it is the responsibility of the booker to arrange their own AV technician. 

Use of items belonging to the Chaplaincy and Storage

Under no circumstances are items belonging to the Chaplaincy to be taken off the premises, e.g., tables, pots.  If your group wishes to borrow items such as jugs, cups, bowls, etc for your event, please ask at reception PRIOR to using them and if this request is granted, please make sure your group returns the items.   

Due to limited space, storage for items is not typically available unless a specific arrangement has been pre-agreed.

Funds  

Groups may only have fund raising activities that raise money for charity.