Use of the Ibex and Sanderson rooms for meetings - procedures
The Ibex Rooms and Sanderson Room are currently available free of charge for use by BDA committees, branches, specialist groups and formally constituted sub-groups. The Ibex holds 32 people and can be divided into 2 smaller rooms at 16 each. The Sanderson Room can hold a maximum of 8 people and Pybus holds a maximum of 8 people.
While rooms are offered to branches and specialist groups free of charge, lunch can be offered through our local suppliers, but will need to be paid for by the external visitor, which can be done via an internal transfer. Tea and coffee are provided free of charge.
All charges include use of available equipment. Meetings can be booked between 9:00am and 4:30pm Monday to Friday
Equipment
Equipment available includes WiFi and Internet access. Photocopying services are available at a cost which can be recharged against a Branch or Group account (7p per B&W and 12p per Colour sheet).
Procedures
The procedure for holding a meeting in either of these rooms is:
- Please complete the booking request form below. Please note, until you have a confirmation acceptance from the BDA, the booking is not valid.
- Please note that in the event of two simultaneous requests for the same day, Standing Committees of the Association would have priority.
- Water, tea, coffee, dairy and non-dairy milk will be provided on the day, along with the use of an urn, cups and glasses.
- Please ensure the room is cleared at the end of the meeting and used crockery and cutlery is placed in the kitchen.
Security and Access
Two days before the meeting, please supply the BDA with a list of those attending, to allow reception on the ground floor to check people in.
Use of the Ibex and Sanderson rooms for meetings - procedures
The Ibex Rooms and Sanderson Room are currently available free of charge for use by BDA committees, branches, specialist groups and formally constituted sub-groups. The Ibex holds 32 people and can be divided into 2 smaller rooms at 16 each. The Sanderson Room can hold a maximum of 8 people and Pybus holds a maximum of 8 people.
While rooms are offered to branches and specialist groups free of charge, lunch can be offered through our local suppliers, but will need to be paid for by the external visitor, which can be done via an internal transfer. Tea and coffee are provided free of charge.
All charges include use of available equipment. Meetings can be booked between 9.00am and 4.30pm.
Equipment
Equipment available includes WiFi and Internet access.
Procedures
The procedure for holding a meeting in either of these rooms is:
- Please complete the booking request form below. Please note, until you have a confirmation acceptance from the BDA, the booking is not valid.
- Please note that in the event of two simultaneous requests for the same day, Standing Committees of the Association would have priority.
- Please ensure the room is cleared at the end of the meeting and used crockery and cutlery is placed in the kitchen dishwasher.
Security and Access
Two days before the meeting, please supply the BDA with a list of those attending, to allow reception on the ground floor to check people in.
When you are on site
Please read the following information to ensure your own safety whilst visiting Interchange Place.
In the event of a fire
If you discover a fire, raise the alarm by breaking the nearest located red glass fire alarm point. DO NOT put your personal safety at risk by delaying your or anyone else’s exit.
Fire Alarm
Fire alarm tests occur each Wednesday morning at 10am.
If you hear the fire alarm at another time, please evacuate the building via the closest fire exit. Do not use the lifts.
On the third floor the fire exit is located behind the kitchen, next to the hanging plant display. However, a fire marshal should direct you towards the exit, in the event of an evacuation.
Accidents
Any visitor involved in an accident causing injury or who detects a possible hazard that may cause injury must report the incident to their employee host as soon as possible.
All accidents must be recorded in the Accident Book and first aid kit is available in the kitchen, along with the listed First Aiders.
Lifts
If you become trapped in the lift press the alarm button in the control panel and use the telephone in the lift to contact the building reception. Any other problems should be reported to your employee host immediately to prevent danger to others.
Please note the lift telecom may not be available outside of the standard 9am to 5pm hours, Monday to Friday. Do enusure you have a staff member or reception telephone number to call if using the lift outside of these hours.
Cost of Rooms
Please note that non-members will be charged for room bookings at the rate of £300 for a half day, or £500 for a full day in the IBEX.
Adhoc bookings, or bookings of the small rooms will cost £200 for a day and £120 for a half day.
We will ask that bookings and catering is paid for in advance. Once costs are ascertained our accounts department will issue an invoice for payment.
Members will receive a 25% discount for all bookings, so please include you membership number and place of work when booking.
Catering may be supplied for members and non-members and the price will be quoted prior to the final invoice. Please be specific about your catering requirements and price per head maximum.
The BDA do encourage the booking of plant based catering if possible, however we will endeavour to provide, as the details of your requests.
Booking requests more than six months in advance may not be granted, due to the training commitments on site.
We will ask that payments for the room and any requested catering are paid to us at least one week in advance of the booking. Catering will be cancelled, if advance payment is not received. (This is to ensure that there is no food wastage).