PBC BOOKING CHECKLIST

Please take a moment to complete this simple checklist on screen using the tick boxes and drop down options provided, this enables us to ensure that everything is prepared as requested for your event. Once complete please email this along with your catering and risk assessment forms to as soon as possible (minimum two working days prior).

EVENT DATE:
COMPANY NAME: / (BFE)
EVENT NAME: / Press Briefing / BRAND & PRODUCT:
ROOM(S) HIRED: / PBC
BOOKING PERIOD: / -
CONTACT (AT EVENT):
MOBILE PHONE NO.:

SET-UP:

ARRIVAL

Access for set up is available from 08:30 at no additional cost for full day and morning only bookings.

WALL

There is a movable acoustic wall separating the PBC and the kitchen. When folded back the space opens up to be used as a full demonstration kitchen. Two working days notice is required should you wish to have this opened for your event. This can take place between the hours of 08.00 and 16.30 at no additional charge, however should you require this to be done at another time there will be a charge incurred.

I want the space OPEN into one area
I want to keep this as TWO separate spaces

FURNITURE

6 rectangular and 2 semi-circular tables are supplied within the PBC along with 15 stackable chairs. All the furniture will all be in the room as standard set up for the start of your booking hire period (09.30 or 14.00). If however, you do not require use of the furniture it can be removed and we require a minimum of two working days notice for this to be arranged.

I want insert amount here chairs, insert amount hereSemi-circular tables and insert amount hereRectangular tables within the PBC for my event

AUDIO/VISUAL:

LCD TV/Monitor with DVD (will not play data files), CD playback available. It is suggested that you bring any presentation on a laptop to be connected to the supplied monitor (VGA and audio cables not supplied). There is guest Wi-Fi access in the Press Briefing Centre at no additional charge and is subject to availability.USER NAME: DWR389/407/408/412 PASSWORD: b1Uf1n01 for assistance please contact 0207 202 7026

AV EQUIPMENT required - please specify exact requirements

LAPTOP CONNECTIVITY required PC MAC

ASSISTANCE FOR SET-UP required at -state time here

Available at no charge between 09:30 & 17:30 subject to availability

INVOICE:

We will invoice for the outstanding balance after your event. Please specify below full details of who is to be invoiced for this event.

SEND INVOICE TO the address on the confirmation document
SEND INVOICE TO the name and address specified below: specify full name and address details
PO NUMBER required by our accounts department, to be noted on our invoice to process payment,
my PO for this payment is: specify PO no. here or leave blank if not required by your company

ACCESS:

Visitors to the Blue fin Building will be able to gain entry ONLY if the full names of all persons requiring entry are submitted at least 48 hours prior to arrival. On arrival please go to the main ground floor reception where security passes will have been prepared for all previously named persons. These passes will gain you access only to the 10th floor (including lifts & toilets). Once you have initially gained access and are wearing a visitors’ pass you are entitled to leave and re-enter the building through the reception area during the course of the day of your event.

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  • Email your Microsoft Excel spreadsheet at least 48 hours prior to your event start time to Reception 1 Bluefin ()ensuring that all your event/set up staff AND guests/delegates are included. For events of 12 or less external attendees a regular email list is acceptable
  • Follow up with additions only (not full list) to the Reception 1 Bluefin ()up until the time of your meeting/ event

Please ensure the subject for all the emails relating to your event guest list have the briefing date and company name included

eg: PBC: Proactive PR - 02 Feb 11 (am)

CATERING:

A minimum of 48 hours notice is required to enable us to supply catering and/or crockery for your briefing. Please contact to arrange a quote.

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DELIVERIES/COLLECTIONS:

All goods for your event will need to be delivered direct to the PBC on the 10th floor and only via the loading bay on Zoar Street.Items cannot be accepted prior to the start time of your booking period and must be clearly marked with your company name and date of event including onsite mobile phone number. Under no circumstances can any goods be taken through reception with the exception of personal items. All items must be removed from the hired space at the close of your event and cannot be stored at the Blue Fin Building, any items left behind will be assumed not required and disposed of. Please note there is no porterage at the Blue Fin Building.

REMINDER E-MAIL:

I DO NOT require a reminder e-mail to be sent
I WOULD LIKE you to send a reminder e-mail (see details below)
Names ofTime Inc. (UK) Invitees;
*NB - We do not have access to e-mail addresses for freelance journalists, we cannot send to entire brands or the whole building.
Insert invitee names here
Text for body of E-Mail;
Insert email body text here

RISK ASSESSMENT:

All events to be held in the PBC must provide a risk assessment to the PBC staff a minimum of 48 hours prior to the start of your event

I HAVE ATTACHED my completed risk assessment for my event at Time Inc. (UK)
I WILL FORWARD this on at a later date at least two working days prior to the start of my event

SOCIAL MEDIA

Time Inc. (UK) uses social media network to communicate about activities within the Blue Fin Building.

I DO NOT give permission for my event to mentioned

Thank you again for taking the time to complete this form. Should you have any questions or requests please call do not hesitate to contact us.

Kind Regards

The Events Team

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