ROOM BOOKINGS - Massey University

1
ROOM BOOKINGS
(MANAWATU CAMPUS)
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Overview
The purpose of this handbook is to provide an overview and understanding of how to book a room at
Massey University, Manawatu Campus.
Please note that we do not provide professional conference or event management services, rather this
is an administrative service only and the organiser will be required to plan and coordinate the event
themselves. Actual costs for the use of Campus facilities will be passed onto the organiser and
while the Facilities Management (FM) Helpdesk will (within reason) go to every length to action these
requests, they will not coordinate the different elements that sit outside of FM’s immediate
responsibilities, as to do so would replicate services provided by other teams around the University.
Professional Conferencing and Event Management Services
If you require professional conference services, please contact Shelly Deegan, National Events,
Conferences and Sponsorship Manager, External Relations to discuss your requirements. Please note
this is a paid service and support is subject to availability.
If you require event management support, please contact Jane McLaughlin, Campus Events Manager,
Manawatu Campus to discuss your requirements. All events on campus are required to complete the
Events Application Form in the first instance.
Academic Bookings
Bookings for lectures and timetabled classes are completed via the Timetable Office, contactable @
[email protected]
Casual Internal and External Bookings
Internal Bookings: If you are a staff member or a MUSA affiliated club requesting a booking for a
University-related activity, please complete the Room Booking Enquiry Form and email to
[email protected]
External Bookings: If you are not a University staff member or your booking is for a non-University
related event, please complete the External Booking Request form and email to
[email protected]
Once your form has been submitted, we will process your request, as required, and confirm your
booking.
Your booking request should include time for set up prior to the event and pack up after the event;
access to the room outside of your booked time will not be guaranteed.
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Additional Assistance Information:
Access
As part of planning for the event consideration must be given to how you will
access the space, this is particularly important for access outside of normal
business hours. The staff at the Facilities Management Help Desk will
provide guidance on this, please contact them on ext 82288 or 06 3505888.
Please note that if you find the room is locked during normal hours you should
contact the Facilities Management Help Desk on x82288 or 06 3505888. All
after hours queries should be directed to Security on x 85030 or 06 3505030.
Accommodation
Advertising of the
event
Campus map
Catering
Cleaning
Egress
Event approval
Extra security
Furniture
Housekeeping
ITS support
Liquor permits
On site accommodation is available through Campus Living Villages.
([email protected])
Any on campus advertising of your event must be approved by the Campus
Registrar. ([email protected])
link to campus map (hard copies are also available on request)
(http://www.massey.ac.nz/massey/fms/About%20Massey/contactus/maps/2014%20Palmerston%20North%20Campus%20Map%20(all).pdf)
Catering can be organised on site through Wharerata. If you have organised
catering for your event please ensure all crockery and leftovers are picked up
as soon as possible.
(http://www.massey.ac.nz/massey/student-life/events/wharerata-and-srievents/wharerata-and-sri-events_home.cfm)
Standard cleaning charges are included in your hire fee. However, extra
cleaning charges may be applicable in certain circumstances.
Failure to leave the room in an acceptable state may result in a further
cleaning charge being forwarded to the organiser.
All egress points must be kept clear at all times. All means of entry and exit
from a building must be kept clear and accessible in case of an emergency.
Events held on campus need to be approved by the Campus Registrar this is
done by completing an Event Application form.
Extra security is available on request at a cost to the organiser. Any details
regarding extra requirements should be provided at the time of booking.
([email protected])
The rooms for hire have either fixed furniture or moveable furniture. Should
furniture be moved then the organiser is required to reinstate the
configuration before leaving. See table below for further information
Any items of crockery and food used in your event must be supplied by the
organiser and removed from the room at the end of the hire. The organiser is
to ensure that the room is left clean and tidy at the end of each hire period.
If the organiser is planning to use the audio visual equipment in the room
they will need to contact the University’s ITS department regarding access
and use. ([email protected])
If the organiser is planning to serve liquor at the event then a completed and
approved liquor permit application is required at the time of booking.
([email protected]). A permit is not required if Wharerata is
catering your event.
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Massey holidays
In addition to the Statutory Holidays, Massey University is also closed on the
Tuesday after Easter, Christmas Eve and the two weeks after Christmas.
(University Calendar can be viewed on www.massey.ac.nz)
Massey semesters
Massey University operates 3 semesters during the year. These are
approximately March to June, July to November and November to February.
During these peak times priority is given to the University teaching
programme. (University Calendar can be viewed on www.massey.ac.nz)
Parking
As a working University, parking at Massey is at a premium. It is important to
note that the room booking does not include any parking. Any parking
arrangements need to be made separately to the room booking.
There are a number of different parking options available. Options include:
Mobility parks: available to holders of CCS cards for 3 hours maximum
Coupons:
purchased in books of 20 coupons, these allow all day
parking on a metered car park on the Ring Road and at the
Courtyard Complex.
Visitor parks: there are a small number of visitor car parks on campus that
must be pre booked.
All day parking: there are two large car parks which offer all day parking.
Tickets for these car parks can be pre-purchased by event
organisers.
([email protected])
Price includes
The room you have booked, access to the room, standard cleaning, lighting
and heating.
Publicity
To promote your event at Massey please list your event on the online Massey
Events Calendar.
Resources
Materials may not be attached to the ceilings, walls, floors, furniture or
furnishings without prior approval. Any damage caused will incur reparation
costs. Use of any masking or duct adhesive tape on room surfaces is not
permitted.
Rubbish
Organisers are to remove all rubbish from the area of hire. Additional rubbish
and recycling stations are available for hire.([email protected])
Security/Emergencies Security is available on site 24 hours.
Signage
Customised signage for your event can be displayed and direct your
attendees to your location on campus, however organisers are required to
confirm signage with the FM Help Desk. ([email protected])
Taxis
There are a number of ‘Cab Spot’ taxi pickup points around the campus.
Please quote the nearest one when booking a taxi as this will enable them to
come directly to you.
Video Conferencing
There are several Video Conferencing facilities located on campus. For
further information please refer to the ITS website.
Wardens
Events held after hours require a trained Warden to be present.
Events held in the Social Science Lecture Block (SSLB) and Ag Hort Lecture
Block (AHLB) require wardens for all events.
Organisers must supply a trained Warden for the event. However should the
organiser be unable to provide a trained Warden then there are a number of
reputable companies that the organiser may employ to carry out this
responsibility. Please talk to the FM Help Desk for further information.
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General rooms available for booking:
Room
AH1
AH2
AH3
AH4
AH5
AHLB FOY
AHB1.35A
AHB1.35B
AHB1.35C
AHB1.39
AHB1.40A
ASTON 1
ASTON 2
BSC1.05
BSC1.06
BSC1.09
BSC2.02
BSC2.04
BSC2.05
BSC2.06
BSC3.02
BSC3.04
BSC3.05
ICLT
MARSDEN
SSLB1
SSLB2
SSLB3
SSLB4
SSLB5
SSLB6
SSLB7
SSLB FOY
STUCEN
WB1
JAPAN LT
Capacity
258
187
80
81
34
425
15
15
15
10
48
97
30
22
46
28
24
40
22
40
24
22
38
100
271
250
250
117
117
117
117
117
350
60
129
274
Size
(sq/ft)
228.04
178.34
98.01
98.41
54.36
0
43.05
43.57
43.08
20.04
81.87
120.29
52.5
31.69
51.46
83.23
30.4
50.66
31.48
50.86
30.57
31.63
60
104.63
227.95
433.23
431.14
112.27
112.37
112.24
112.04
112.27
0
149.53
247.4
Equipment
Furniture
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
fixed
fixed
fixed
fixed
moveable
n/a
moveable
moveable
moveable
moveable
moveable
fixed
moveable
moveable
moveable
moveable
moveable
moveable
moveable
moveable
moveable
moveable
moveable
fixed
fixed
fixed
fixed
fixed
fixed
fixed
fixed
fixed
n/a
moveable
fixed
fixed
pc, dp, wb
pc, dp, wb
dp,wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
pc, dp, wb
Disabled
Access
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
no
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
yes
Please Note: Not all rooms are available for bookings after-hours.
pc = resident computer
dp = data projector
wb = white board
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Subject to availability the spaces below are also available for hire. For further information on the venues
below please contact these departments directly.
MUSA LOUNGE
RIDDET ATTRIUM
SPORT & RUGBY INSTITUTE
THE CENTRE
TIRITEA HOUSE
VIDEO CONFERENCE
WHARERATA
YFC
MUSA Reception
SEAT Admin Staff
SRI Operations Co-ordinator
Chaplaincy Service
Customer Service Manager
ITS Help Desk
Customer Service Manager
Accommodation Services
X 81150
X 84135
X 85445
X 84730
X 85382
X 82111
X 85382
X 81688
Security/Emergencies
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CONDITIONS OF USE
No booking for hire of a room shall be confirmed until the External Booking Form has been completed
and signed by the organiser and returned to the Facilities Management Help Desk along with a deposit
equal to 50% of the estimated hireage fee.
If a cancellation is received within less than 5 clear working days (excluding Public Holidays) notice
prior to the commencement of the booking, The University reserves the right to charge a cancellation
fee of 50% of the room hire.
If a cancellation is received on the day of the booking, we reserve the right to charge 100% of the room
hire.
Requested booking times must include the time you require for preparation prior to commencement of
an event and tidying up following completion.
Rooms are charged on a half day and full day basis, with a minimum charge of ½ day per booking.
The facilities must be left clean and tidy after each day's use. Please ensure all cups, glasses and
dishes are cleared away. Failure to do so will result in a cleaning account being sent to the organiser.
Alcohol is not permitted at the University without prior written approval from the Campus Registrar. A
liquor permit is required to be completed and approved prior to the booking. If during an event an
approved liquor permit cannot be produced for inspection, then the event may be closed down.
No responsibility will be accepted for damage to, or loss of, any property brought to and/or stored on
the premises.
It is the responsibility of the organiser to ensure that any health and safety requirements are met,
including the provision of trained Wardens and that attendees are aware of any health and safety
requirements, including the location of toilets, fire and emergency alarm procedures prior to the start of
the event.
Massey University reserves the right to unconditionally cancel a Room Booking at any time, for any
reason whatsoever.
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FM HelpDesk