Conference Room Booking Form

Children in Wales

Conference Room Booking Form

CONFERENCE ROOM BOOKING FORM

Date(s) Required / Time(s) From / Time(s) To
Name of Meeting / Numbers Attending
Contact Name
Organisation & Address
Telephone Number / Email
Invoicing / Address (if different to above)
Purchase Order Number (if applicable)
Are you a member of Children in Wales? / YES / NO
If yes, please state your membership number

Room Layout & Resources (please tick)

Layout / Equipment/Resources
Boardroom (Maximum 22) / LCD Projector
Cabaret (Maximum 25) / Laptop
Theatre (Maximum 35) / TV & Video equipment
Semi-Circle (Maximum 25) / Flip Chart Stand, 1 Pad & Pens

Refreshments

Do you require servings of tea, coffee & biscuits? / YES / NO
The first serving of tea/coffee/biscuits will be ready for you on arrival. Thereafter, refreshments will be on a self-service basis
FOR OFFICE USE ONLY: -
Acknowledgement email sent to client? (Date & initials)
Added to CIW Conference Room Bookings Monitoring Sheet?
CIW Reference Code
Added to CIW calendar with scanned copy of booking form?

CHARGES

Half Day / Full Day
Room Hire / Members / £75.00 / £125.00
Non-members / £120.00 / £180.00
PLEASE NOTE:
The prices above include all standard equipment detailed in the booking form.
VAT is not charged on room hire.
Refreshments / Tea, Coffee & Biscuits / £2.50 pp / £4.00 pp
Equipment/ Resources / Extra Flip Chart Pads / £5.00 each
Photocopying / 10p per sheet

Booking & Cancellation Policy

·  Bookings must be made using this form and an email will then follow confirming receipt
·  An invoice will be sent to you after the event, to be paid within 30 days
·  We can only accept cancellations in writing. Please email should you need to cancel
·  The following payments will be payable if you cancel your booking:
-  One month before the event – 25% of the booking fee
-  Two weeks before the event – 50% of the booking fee
-  One week before the event – 100% of the booking fee

GENERAL INFORMATION

FACILITIES

Children in Wales is situated at 25 Windsor Place in the centre of Cardiff, close to Queen Street train station and Dumfries Place multi-storey car park.

The conference room is situated on the ground floor and is fully compliant with the Disability Discrimination Act. The room can accommodate up to 35 people theatre style, 22 people boardroom style and other layouts can be arranged.

The room is equipped with a LCD Projector, Laptop, flip chart stand, pens and pad, screen, TV and DVD/video recorder. In addition to the standard equipment available in the rooms as listed above and included in the price of the room hire, arrangements can be made to hire other equipment or services at an additional charge.

Refreshments can be arranged on site, however, a buffet lunch will need to be organised by the hirer. Children in Wales is in regular contact with local caterers, recommendations can be offered.

Our dedicated and friendly staff are always on hand and will ensure that your event runs smoothly.

Please note that the building has a non-smoking policy.

HEALTH AND SAFETY AND FIRE PROCEDURES

THE CO-ORDINATOR OR PERSON IN CHARGE OF HIRING CHILDREN IN WALES' CONFERENCE ROOM IS RESPONSIBLE FOR:

1.  All participants signing in and out, using the signing-in book provided outside the conference room

2.  All participants abiding by general health and safety rules and regulations

3.  All participants being evacuated from the building in the event of a fire, and assembling outside the front of the building on Windsor Place

4.  That the signing-in book is taken to the fire assembly point, in order to complete a register, and handed to the appropriate CiW person

Fire exits are situated:

1.  Via the back door (next to the toilet door)

2.  Via the main entrance

Please remember to keep fire doors closed at all times and do not block any exits with boxes etc.

Fire alarms are situated:

1.  By the front door, on wall below fire alarm system

2.  Outside front door of conference room, on wall

3.  Outside back door of the conference room, next to rear exit of building

The fire extinguishers are situated:

1.  In main hallway, by front door (water and CO2)

2.  Inside conference room, on wall next to back door (water and CO2)

Fire Action Signs are situated:

1.  In main hallway, by front door

2.  Inside conference room, on wall next to back door

IN THE EVENT OF A FIRE

Any person discovering a fire should

1.  Sound the alarm

2.  Dial 9 - 999 to call Fire Brigade

On hearing the fire alarm

1.  Leave the building immediately via safest fire exit route

2.  Close all doors behind you

3.  Report to your assembly point

IMPORTANT:

CHILDREN IN WALES’ CONFERENCE ROOM IS A NO SMOKING BUILDING

25 Windsor Place, Cardiff CF10 3BZ

Tel: 029 2034 2434 Fax: 029 2034 3134 Email: