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 6 people and Pybus holds a maximum of 6 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.
Other groups of dietitians who are not formally part of BDA specialist groups, or individual members, may hire the meeting rooms at a cost. The hire of the Ibex Rooms is £60 per room per day (£90 for the combined Ibex rooms). The Sanderson Room is £60 per day. There is no half day charge. All tea and coffee refreshments (except water which is free) must be paid for separately and can be costed at £4 per person per day. Lunches must be paid for separately, directly with the provider.
Commercial or non-member bookings will be considered at a commercial rate of £120 per day per room. Tea/coffee refreshment charges are the same as above. Queries about external bookings, conflicts with other meetings, etc… should be referred to a member of the Senior Management Team. Priority for all bookings will be given to internal bookings (e.g. BDA Board of Directors and Standing Committees).
All charges include use of available equipment. Meetings can be booked between 9.30am and 4.30pm Monday to Thursday and 9.30am – 4.00pm 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 is available free of charge. Tea, coffee, long life milk and sugar are provided free to Standing Committees, Specialist Groups, etc…and cutlery and crockery are available for use. Other external bookings will be required to pay for catering.
- 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.
1 - VISITOR INFORMATION
This information is provided for your safety whilst you are visiting Interchange Place.
Please ensure you read and familiarise yourself with the following procedures.
2 - FIRE AND ALL EMERGENCIES
Raising the Alarm
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
On hearing the alarm, please evacuate the building by the nearest fire exit. DO NOT use the lifts. A member of staff or a Fire Marshall should evacuate you without delay along the nearest fire exit route, and direct you to the assembly point . The fire alarm testing takes place every Wednesday morning.
Please ensure you attend the assembly point and you do not leave until you have been accounted for.
3 - 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. A first aid kit is also available.
4 - 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 that this is a NO SMOKING building
Thank you for your co-operation