Filing Reference

Booking Form for Meeting Rooms at John Pollock Centre

Please either print out this form to complete in ink and post or fax back to the address below or complete and return electronically.

Contact Details - Please complete / Room Requested
Please check / Room Confirmed
Office Use / Room Charge Office Use
Contact Name: / North / North
Title: / South / South
Company Name: / East / East
Address 1: / West / West
Address 2: / Theatre / Theatre
Address 3: / Café / Café
Address 4: / Other / Other
Address 5:
Postcode: / IDT Receiver Code:
Telephone No: / Cost Centre:
Day & Date Required: / Account Code:
Times Required e.g. 09:30 - 16:30
-- / Customer Reference:
Signature:
Name of Event: / Date:
Catering Details: / No. of Delegates:
Set up Time 1 / Set up Time 2 / Set up Time 3 / Set up Time 4 / Notes: e.g. dietary request
Where served ?
T/C only (e.g. 09:30)
T/C/Biscuits
T/C/Scones
T/C/Cakes
Lunch Menu 1,2,3,4
Equipment & Room Layout Please check if yes`` / Rooms will be set out boardroom style unless otherwise requested.
TV/Video
Flip Chart Stand
Flip Chart Pad
Flip Chart Pens
OHP
Data Projector
Laptop
Portable Loop

Letting Conditions

  1. Once you have been shown the Fire Procedures in the building it is your responsibility to pass this information onto your delegates to make them aware of the procedure.
  2. Hospitality can be arranged if required – details on request. Cancellation within 48 hours of function will incur 50% hospitality cancellation charge. Final numbers must be confirmed 72 hours prior to function date.
  3. If the lessee fails to attend on the stated day and time on the application form, the let will be charged at the full rate.
  4. If Childcare provision is required during your meeting/event, please contact Access North Ayr Childwatch, John Pollock Centre, Mainholm Road, Ayr, KA8 0QD. Telephone 01292 294360 to make the necessary arrangements.
  5. The John Pollock Centre operates a “No Smoking” policy. Your co-operation is appreciated.
  6. Please ensure the rooms are left tidy when you leave and remember to collect all your belongings.
  7. Please note that we do not offer a photocopying or faxing service but the John Pollock Library situated on the ground floor may be able to help.
  8. There is a public call box located in Reception.
  9. We offer a number of items of equipment on loan for your meetings/events but in the event of any breakages, we expect you to pay for any damage.
  10. Organisations making use of the premises must accept full responsibility for any accident, injury or damage to any person which may occur as a result of the use of these premises.
  11. We cannot accept responsibility for any loss of possessions. Lessees are responsible for ensuring that personal possessions are adequately safeguarded.
  12. Delegates use the car park at their own risk and no liability will be accepted for any loss or damage.

Please take a copy of this form for your records and return the original to
Anne Smillie
John Pollock Centre
Mainholm Road, Ayr
KA8 0QD.
Telephone 01292 294342 Fax 01292 267022 Email

Please take a copy of this form for your records and return the original to: Anne Smillie, John Pollock Centre, Mainholm Road, Ayr, KA8 0QD. Telephone 01292 294342, Fax 01292 267022, Email