PKAVS ROOM BOOKING FORM
PLEASE COMPLETE ALL SECTIONS
Our Ref No:ORGANISATION NAME
ADDRESS
CONTACT NAME (Meeting)
TELEPHONE/FAX No
E-MAIL ADDRESS
CONTACT NAME (Invoice)
INVOICE ADDRESS
PURCHASE ORDER NUMBER
PKAVS MEMBER / Yes No / ORG TYPE / ☐VOLUNTARY ☐STATUTORY ☐OTHER
BOOKING DETAILS
ROOM(S) REQUESTED /
☐GALLERY
/☐HSBR
/☐UMR1
/☐CC
(If Gallery, please choose alayout) /☐THEATRE ☐BOARDROOM ☐CAFÉ ☐HORSESHOE
DATE(S) / TIME OF MEETINGFROM - TO / NUMBER ATTENDING / TOTAL
HOURS
REFRESHMENTS / TIME / NOTES
TEA/COFFEE/BISCUITS
LUNCH / SANDWICH ☐
SOUP / SANDWICH ☐
FRUIT ☐
BUFFET (inc fruit) ☐
EQUIPMENT / REQUIRED / NOTES
FLIPCHART (stand and paper) / Yes No / Hire charge - £5 per day
DATA PROJECTOR & LAPTOP / Yes No / Hire charge - £25 per day
1To prevent inconvenience to others please ensure rooms are vacated at the agreed time.
2Wine/alcoholic beverages may not be consumed on the premises unless by prior arrangement.
3.Cancellations – within 14 days 25%, within 7 days 50% and less than 3 days 75% of total cost of room hire. All booking cancellations must be made in writing.
4Health & Safety Booklets are situated in each of the meeting rooms. Please ensure all delegates are informed of this information.
5.Please note that all provisional bookings will be held for 7 days only.
Please note that every Tuesday at 11 am, we test the fire alarm bell.
Support needs & personal assistance. (For fire evacuation planning purposes)
If applicable, please state the nature of requirements, number of people with mobility impairment (including wheelchairs), hearing impairments, and visual impairment.
For safe evacuation planning purposes, the maximum number of wheelchairs we can accommodate on Level 1 is two. Unfortunately, we cannot accommodate battery/ electrically powered wheelchairs on Level 1.
Signed: ______
MEETING ROOMS
ROOM / LOCATION / SEATS / CHARGE (per hour) / ADDITIONAL NOTESPKAVS Members / PKAVS Non-Members
The Gallery Conference Room / First Floor / Up to 50 / £16.00 / £20.00 / Seats maximum of 50 theatre style. If tables are required this room will seat up to 30.Please refer to the Meeting Room Layout Guide below.
Upper Meeting Room 1 / First Floor / Up to 12 / £12.00 / £15.00
Helen Service Board Room / First Floor / Up to 8 / £12.00 / £15.00
Carers’ Centre / Ground Floor / Up to 50* / £12.00 / £15.00 / * Furnished with soft chairs, this room seats 25. There is also a dining area which seats an extra 25. This room is only available in the evenings.
Please note that all provisional bookings will be held for a maximum of 7 days only
Please also note that we have a policy whereby any clients who leave a room in an unacceptable condition will be charged an additional £15.00.
CATERING
Tea/Coffee/Biscuits - £2.00 for one serving, £2.50 for two servings and £3.00 for a maximum of three servings.
Lunches are available as listed below (per person): *If fruit is required with these
Sandwich Lunch£ 5.00*lunches there will be an
Soup and Sandwiches£ 6.50* additional charge of 50p per
Buffet Lunch (with fruit)£ 7.50person.
Delegates are not permitted to bring their own food or drink
HIRE OF EQUIPMENT
Flipchart (stand, paper & pens)£5.00 per day
Data Projector and Laptop£25.00 per day
OPENING TIMES
Premises are available from 9.00am – 5.30pm Monday to Thursday and 9.00am– 4.30pm Friday. Premises are only available at weekends if authorised by the Chief Executive.
This organisation operates a No Smoking Policy in and around the building.
WE ASK ORGANISATIONS TO INFORM THEIR DELEGATES THAT THERE ARE NO PARKING SPACES IN OUR CAR PARK. HOWEVER THERE IS A METERED PARKING AREA IN THE VICINITY AS WELL AS CAR PARKS AT THIMBLEROW AND KINNOULL STREET.
MEETING ROOM LAYOUT GUIDE
Helen Service Board Room (HSBR) Upper Meeting Room 1 (UMR1)
8 – 10 Seats10 – 14 Seats
The Gallery
Theatre Style Boardroom Style
50 Seats Maximum22 Seats Maximum
Café Style Horseshoe Style
36 Seats Maximum16 Seats Maximum