Pool Room Booking Guidelines - During Vacation

Pool Room Bookings

Pool room bookings during vacation 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 15-16

19th March - 9th April & 11th June - 24th September

Academic Year 16-17

2nd April - 22nd April & 11 June - 23 September

 

Please email timetabling.poolrooms@keele.ac.uk with details of the date, times and numbers required.

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 University Due 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 £22.35 up to £38.00 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 £18.75 up to £29.50 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    From £44.00 
 
 Set up and service (Keele Hall & KMC Only)
Refreshments  From £1.90  Set up and service
Lunch / receptions  From £11.20  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 £105

 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 £28.35  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 £19.95  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 £24.00  Service
 Exhibition Space  Subject to exact requirements Exhibition management and coordination including Health and Safety
 Breakout rooms  From £24.00  Set up and service
 Delegate Management  

From £9.50 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.