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Pool Room Booking Guidelines - During Vacation
Pool Room Bookings
Pool room bookings will be managed by the conference and events team.
These are applicable for internal meetings and academic teaching requests during vacation periods as shown below.
| Academic Year 11-12 | 2nd April – 28th April & 10th June – 22nd September |
| Academic Year 12-13 | 31st March – 3rd May & 15th June – 27th September |
Pool rooms during vacation periods can be requested by emailing timetabling.poolrooms@keele.ac.uk
The conference and events team will confirm by email the room which has been booked along with the date and time. The room will be made available in the standard teaching layout and this is a room only request, with no internal charge for the pool room booking.
If catering is required this can be arranged through the delivered catering service. Catering will be supplied to the room on a delivery and collection basis only with no service included. If this is not suitable for your booking request and a set up and service is required please see below options.
Audio visual equipment can be arranged direct with the AVS team and no charge will be made.
University & Student Event Booking
This type of booking is suitable for activities with an internal focus which are being hosted and funded by the UniversityDue to the nature of the request it would be necessary for a level of support and coordination through the conference and events team.
This type of booking request can include both teaching and dedicated commercial space for example Keele Hall and can include a range of activities including meetings, reception, exhibition type events.
Charges are applicable; however these will be dependent upon the specific facilities in use and the specific needs of the booking. Charges will not be made for room hire in teaching space unless a level of management and support is required for example an exhibition, see Conference Booking information below.
Illustrative guide prices are shown below and all charges will be quoted on a case by case basis. When developing this quote the conference and events team will establish the context and objectives of your request based on the information you provide.
Please note we reserve the right to amend the quote should we become aware the event is externally funded (please see below).
| Description | Cost | Includes |
| Full day attendee package
|
From £19.50 up to £25.00 per attendee |
3 servings of refreshments – welcome, mid-morning and afternoon Lunch (light or full option) Water Flipchart, paper and pens |
| Half day attendee package | From £13.50 up to £19.00 per attendee | 2 servings of refreshments – welcome mid-morning or afternoon
Lunch (light or full option) Water Flipchart, paper and pens |
| Room only / additional rooms | £40.00 |
Set up and service (Keele Hall & KMC Only) |
| Refreshments | From £1.20 | Set up and service |
| Lunch / receptions | From £9.85 | Set up and service |
AV equipment for this type of booking will be coordinated through the Conference and Event team on your behalf and will only be chargeable when the equipment is not installed within the rooms and will be at a reduced internal rate.
Conference Bookings / Externally Funded Events
Suitable for conferences and events with an external attendee focus and where the cost of attendance is being passed to the delegate or a hosting body for example an Association
This is classed as a conference booking which will involve a level of planning and organisation prior to the date. The booking will be fully managed by a member of the conference and events team who will coordinate all requirements such as room layouts, equipment, catering, accommodation and reception services.
During the event the booking will be fully supported by the operational teams and meeting rooms refreshed.
Additional support for this type of booking is also available through the dedicated Conference Management team who are able to create a conference website for bookings, manage payments and delegates queries and also provide advice in setting budgets and sourcing conference materials.
Again guide prices are detailed below. Charges to internal schools, faculties or departments would be as standard VAT exempt, charges direct to the external body would also receive these reduced rates however VAT may be applicable dependent upon their eligible body status.
| Description | Cost | Includes |
|
Residential package |
From £68.50 non en suite From £81.50 en suite per attendee |
Accommodation
Breakfast 2 servings of refreshments - mid-morning & afternoon Lunch (light or full option) Main meeting room Water Flipchart, paper and pens Parking permits and management |
| Full day attendee package | From £19.50 up to £25.00 per attendee | 3 servings of refreshments – welcome, mid-morning & afternoon
Lunch (light or full option) Main meeting room Water Flipchart, paper and pens Parking permits and management |
|
Half day attendee package |
From £13.50 up to £19.00 per attendee | 2 servings of refreshments – welcome, mid-morning or afternoon
Lunch (light or full option) Main meeting room Water Flipchart, paper and pens Parking permits and management |
| Lecture Theatres | From £20.00 | Service |
| Exhibition Space | Subject to exact requirements | Exhibition management and coordination including Health and Safety |
| Breakout rooms | From £20.00 | Set up and service |
| Delegate Management |
From £18.00 - £24.75 per delegate (can be incorporated into delegate fee) |
Booking website creation
Invoicing Payment processing (if required) Delegate management including enquiry handling and joining instructions |
AV equipment for this type of booking will be coordinated through the Conferences and Event team and will be chargeable at a reduced internal rate when the conference or event is externally funded.
