Terms and Conditions for Room bookings in the Chaplaincy Centre (Central Area)

During semester the Centre is open for bookings Monday to Friday 10am to 9pm.  Please note that the building opens at 9.30am for the Common Room, but the first booking is from 10am. 

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 an office bearer of the society who holds the post for the forthcoming academic year. The booking form can be found here Student Groups Request Form | The University of Edinburgh. The staff on duty has authority to ensure that conditions of booking are observed. The society/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

In the event of a booking cancellation, even for 1 week, please notify the Chaplaincy Receptionist with a minimum of 48hrs notice (tel: 0131 650 2595; or email: chaplaincy@ed.ac.uk). Cancellations received less than 48 hrs before the event may have a cancellation charge to cover servitorial/security services. If you do not attend your group meeting two weeks consecutively we will send you an email reminder. We have a 3 strikes and your cancelled policy. We reserve the right to cancel your room booking.   

Chaplaincy Cancellation Policy

The Chaplain has precedence over all bookings and retains the right to cancel a booking at any time without need for explanation or recompense.  In the event the Chaplaincy exercises this right, the Chaplaincy is not responsible for finding an alternate venue. 

Subletting

Please note Societies 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 their members adhere to the University’s Code of Student Conduct when using Chaplaincy space.  Further information and the Code itself can be found here.

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 be left after each booking as they were found, with the 30 blue chairs neatly stacked in a row at the side of the room and the tables pushed against the walls. Please do not put tables and/or chairs from these rooms into the resource area and do not take tables and/or chairs from the resource area into Rooms 1 & 2. 

The Auditorium should be reset as per the plan on the kitchen door; with the red chairs and low coffee tables along the walls and the larger round tables placed throughout the room as per the plan with 4/6 wooden chairs at each table. Any questions please ask the servitor on duty. 

External Speakers

If your society/group is hosting an external speaker you must apply for permission for that specific speaker on the specific date. This request must be submitted at least 10 working days prior to the planned date of the event. 

This can be completed using the online form for room bookings, there is a section which covers external speakers. 

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 here.

Where the Event Organiser becomes aware of changes to the event such that:

• An external speaker is now to be invited; and/or
• The external speaker(s) have changed; and/or
• The Event Organiser now has reason to believe that there is a risk that the speaker or event may break the law, breach the University’s statutory duties and/or will pose a demonstrable risk to the wellbeing of students, staff or visitors.

then they must inform the Chaplaincy, by submitting a new online booking request form. 

If you have any questions, please contact chaplaincy@ed.ac.uk. 

Food

Any society/group wishing to have food at an event in the Chaplaincy Centre must discuss this with the Chaplaincy Receptionist prior to the event.   

If an individual or group is making food and bringing it into the Centre then they must sign a disclaimer accepting responsibility for providing the food at the event. If a society/group is bringing in external catering, someone form the society will also need to sign a Disclaimer form on behalf of the catering company and accept responsibility for the food at the event. 

Allergies – it is essential to make those consuming any food aware of any allergy issues.

Kitchen Use

Any society/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 don’t make this request in advance then the servitor is within his/her rights to refuse access to the kitchen. 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 factor this into your tidying up time.   

The dishwasher is not to be used due to its age and temperamental nature.

Due to updated Health and Safety Guidelines, we are unable to facilitate use of the oven and/or hob in the kitchen. 

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 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 at all times. 

Fire Safety & Disability Access

It is your responsibility to bring the University’s fire safety procedures to the attention of the relevant person(s) within your organisation who will be in charge of the event on the day.  You are responsible for the safe evacuation of all persons, including those with disabilities.

Additional information for those booking Chaplaincy Centre: At present there are no procedures in place for evacuation of mobility impaired persons from the first floor.  Where it is possible, ground floor facilities would be made available.  Should this not be suitable then arrangements can be made for training of the organisers of your event by the Fire Safety Unit in the use of evacuation chairs.  On your arrival you should make yourself aware of alternative escape routes.

The auditorium has level access gained through the main entrance.  There is no vehicle access unless prior arrangements are made.  To do so contact reception (tel: 0131 650 2595; or email: chaplaincy@ed.ac.uk). Rooms 1 and 2 are upstairs. There is a lift in the EUSA premises.  This requires the attendance of EUSA personnel to provide access to the key operated lift and is only available Monday-Friday 9am-5pm. 

We reserve the right to cancel bookings if Health & Safety policies/guidance are breached.

Projector Use

There is a projector kept at Reception for use in the Auditorium by societies/groups, this can be booked by signing the booking sheet provided at reception. Meeting Rooms 1 and 2 have ceiling projectors installed, you can request the remote at reception.

Use of items belonging to the Chaplaincy  

Under no circumstances are items belonging to the Chaplaincy to be taken off the premises for example tables, pots etc.  If your society 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 society returns the items.   

Storing societies’/groups’ items in the Chaplaincy

Unfortunately, space is at a premium in the Chaplaincy, and we are not able to store items 

Funds  

Societies may have activities that raise money for charity.

Charges

Under certain circumstances the Chaplaincy Centre (Central area) can be open outside normal hours.  In this event, Estates & Buildings will seek to recover any costs incurred.  Such costs will be notified prior to the event, and an account issued by Estates & Buildings. Details of costs can be found at the link here.