External Room Hire

External Room Hire Instructions

Philanthropy House has three meeting rooms for hire, together or as a suite subject to availability, which are free of charge to grantees of the Community Foundation, Northern Rock Foundation and Shears Foundation.

  • Board room (capacity 20 boardroom style)
  • Meeting room 2 (capacity 6)
  • Meeting room 3 (capacity 6)

 

OVERVIEW:

Hire times: 9.30am – 4pm
Lead time for booking: 2 months  (1 external booking per week)
Process for booking: Booking via emailed form
Hospitality: Tea/coffee at set times (9.30, 12noon, 3pm)
Lunch: Ordered by group and set up by admin
Staff: Vivienne to lead – Sam/admin team to support

ADMIN PROCESS:

Only one outside booking permitted per week – colour code RED – External Room Hire in calendar for Board room/Meeting room 1/Meeting room 2

On receipt of enquiry:

  • Admin check availability in the Board room & Meeting rooms 1 & 2 calendars – provisionally book if free then check with Dawn for any staffing / work problems before confirming the booking.
  • Email the Booking form to client to be returned asap to confirm the booking
  • Book any IT requirements, powerpoint etc & advise Adam in case of support required
  • Prepare sign in sheet for meeting (template) & Sign for door (template)
  • Set up room as per instructions on form
  • Prepare Refreshments for arrival
  • Set up Lunch on trolley (if required)
  • Clear up after use
  • Fill in External booking spread sheet with all details
  • Report to staff meeting for information
  • Note any new members as a result of offer