A generic meeting

Space sharing etiquette

Meeting spaces being available to the entire College community mean that a degree of "room booking etiquette" must be observed in order to ensure everyone's meetings run smoothly, and so that everyone has a good experience of using spaces across the College.

With this in mind, a series of etiquette statements have been developed to remind everyone of the proper behaviour to observe in meeting rooms. These statements are essentially the common sense and good manners expected of the College community, and will be reviewed at regular stages throughout the progress of the Room Booking Implementation Project to ensure they are still fit for purpose.

The statements are split into two parts:

  • Room booking etiquette
  • Room use etiquette

Room booking etiquette

  1. Bookings should not be “bumped”. To use a room that is already booked, contact the meeting organiser to discuss options.
  2. Cancel bookings that are no longer required, as soon as possible.
  3. Meetings will generally finish 5 minutes before the room booking.
  4. Plan to finish the meeting with time to replace furniture to the default layout and tidy any catering.  Book extra time following the meeting if necessary.
  5. Choose a suitable room by checking the room information.  Some rooms are suitable for quiet meetings only which excludes conference or Skype calls.  Some rooms are not suitable for catering.
  6. A booked room will be considered free, and may be used by others, if it has not been occupied 15 minutes after the start of the booking.
  7. In the event of an apparent double booking, check the Planon calendar.
 
 

Room use etiquette

  1. Meetings will generally finish 5 minutes before the room booking.
  2. Plan to finish the meeting with time to replace furniture to the default layout and tidy any catering. Book extra time following the meeting if necessary.
  3.  Catering - College Delivered catering: Please move plates/mugs etc to one area before leaving to make it easier for Catering staff to collect them. Externally sourced catering: Please remove all remains of external catering from the room before leaving. Clean and replace anything borrowed from local kitchens.
  4. The meeting host will take responsibility to ensure the room is left as they would wish to find it.
  5. Keep noise levels to a minimum in consideration of people working and studying nearby, before, during and after the meeting.
  6. Please bring your own stationery and consumables (e.g. pens, flipchart paper) and take them with you when you leave.
  7. If you need help during the meeting use the contact details in the room or on the website.
  8. Report all faults, whether they impact your meeting or not. Contact details are in the room and on the website.
  9. In the event of an apparent double booking, check the Planon calendar.