With our space we are going to have three different size of conference rooms. These will be able to be rented by the general public as well as members. We have separate Wi-Fi for the conference rooms (changed daily). Does anyone have a separate contract or agreement for conference rooms outside of their regular membership agreement? If so, what are some of the important things you have in it.
Thank you in advance!
Yes we do have a separate agreement, and we’ve build a guide from 3 years of various confusions, disagreements, and downright annoying people who book a room and expect it all to magically work without any pre pre on their part. It’s a process that needs to cover a few different parts of the booking journey.
First we have a booking agreement
Then we have the essence of that agreement in a confirmation email
Then we’ve got a ‘how to’ Guide in the room itself
As with the rest of my business, I monitor very closely any issues or inefficiencies, and we regularly update all three of these elements to cover any regular questions/issues we’re still getting
The current text of our email is
1. Getting to The Guild
Please note that we are in the Guildhall building in central Bath, if you use a sat nav then please use BA1 5AW instead of BA1 5EB, otherwise you may be routed to elsewhere in Bath- please communicate this to ALL of your guests if possible.
You can find information about travel to Bath, parking and how to find The Guild here. We recommend Charlotte Street car park, and directions from there to The Guild are here.
If you are coming by train or coach then walking directions are here [Link to Google maps walking directions] - it is an 8 minute walk
2. Your booking
The booking has been made from: {fromTime} to {toTime} - please note that this includes any setup time and AV checks required- your room will not be available to you before the time booked. We will however be happy to welcome early attendees and seat them in our reception area until you are ready for us to take them to your booked room.
3. Ensuring things run smoothly on the day
Each room has a number of layouts available. Your room will be laid out for you in the format agreed with you ahead of time and confirmed by telephone with you. If you require any changes to this format then we need to know at least 24 hours in advance. We cannot guarantee any requests for changes to room formats or layouts after this time, including during your booking.
You may affix posters etc to painted walls but only with white tac. Please do not affix anything to our wallpaper covered walls. If in doubt, ask. Overall, please respect our space as a listed building.
If you have made a booking for the Engine Room or Library then you should have already agreed your AV requirements with the team here at The Guild, and we will have equipped your room accordingly, including any cables or adapters. We cannot guarantee availability of any other cables or adapters on the day.
If you intend to give a presentation during your booking, then we recommend that you bring your own laptop, and ensure that it is compatible with the cables and adapters that you have requested. During your setup time, we can help ensure that your laptop connects to our display (so long as your pre requested cables and adapters are the correct ones), but we cannot help with any issues relating to your equipment.
**If you do use our laptop or PC then it is absolutely essential that you a) refer to our guide to what our equipment does and doesn’t do, and b) allow enough setup time at a bare minimum (or a dress rehearsal), so that you can run through presentations, ensure that any embedded videos work correctly, that the sound is at the correct volume, and that any presentations supplied by your speakers or attendees are ready to go (especially if they arrive with USB sticks). **
Overall, we are happy to assist you to get your equipment connected to ours, but we do not supply tech support unless you have hired a dedicated tech/AV resource for your booking.
The Never Bored Room information sheets…pdf (165 KB)
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I’ve attached a copy of the in-room information PDF, which we display in a perspex unit on the table
On Wednesday, 25 May 2016 16:05:54 UTC+1, Brian Fisher wrote:
With our space we are going to have three different size of conference rooms. These will be able to be rented by the general public as well as members. We have separate Wi-Fi for the conference rooms (changed daily). Does anyone have a separate contract or agreement for conference rooms outside of their regular membership agreement? If so, what are some of the important things you have in it.
Thank you in advance!