Room booking instructions for external bookers

Instructions for those staff with room booking permissions. During the current Covid-19 pandemic more thought should be given to risks associated with holding in person meetings, including capacity of the meeting room and layout. Any deviation to the room layout will require a new plan to be provided and potentially a risk assessment.

Forum opening hours

The Informatics Forum core business opening hours are Monday to Friday from 9.00 am until 5.00 pm.

Any events or meetings organised outwith these hours will require mandatory servitorial cover.

Servitorial support

  • For out-of-office hours servitorial cover (before 9.00am or after 5.00 pm) email Steve Downes ( with CC to to arrange this cover.
  • There will be a cost for additional servitorial cover which will usually be paid via an eIT.
  • The servitors will do the room set-up requirements for the ground floor only, upper level room set-ups have to be arranged by the organiser.
  • Poster boards are self-assembly and the servitors are not responsible for doing this.

Brief Description

  • Title of meeting/event

Full description

  • number of people attending
  • seating arrangements/room layout
  • name of responsible person
  • contact details for responsible person
  • catering information (company and schedule of timings) and whether kitchen is required
  • details of servitorial staff cover
  • details of any technical help requested (eg power)
  • details of extra cleaning provision
  • information on number and use of poster boards

Contact details

  • Organisers contact details (name, telephone and email)

Cancelling a booking

When an event is cancelled, please remove the booking from the Room Booking System and contact all relevant parties to inform them. This is important as meeting space is in short supply.

The Turing Room

The Turing Room (5.42) can only be booked via the School Office.

The Turing Room is primarily for use for events organised internally by the School of Informatics with a direct connection to the research, teaching and other activities of the School. In order to minimise disruption to the normal business of the School, booking requests from organisers from outwith the School of Informatics will not generally be accepted, other than in exceptional circumstances. The Turing Room is not suitable for events requiring delivered catering for lunch.


It is important for reception to know which catering company is expected for which meeting, as there are frequently more than one company in for different events.  Reception needs to know where to direct them to so make sure this information is entered into the RBS.

Any caterer using the professional kitchen must have a risk assessment/compliance in place with the School's Health and Safety manager.


Additional cleaning services can be arranged through the cleaning services supervisor Debbie McCreadie: with CC to to arrange for this.

Please note that additional cleaning services may incur a charge which must be borne by the event organiser.

Bookable resources

The following resources can be booked:

  • Posterboards - Stored in G.19 and the key can be obtained from reception for self assembly.
  • Seating and tables (ground floor only).

AV information

  • Please note that there is no AV support provided for external bookings.
  • Please do not move the AV cabinets, this should only be done by support.
  • G.07/07A lapel mics, table mics and handheld mics are held at reception.
  • External AV support can be brought in as long as it does not interface with our systems.
  • Outside agencies must liaise with our Technical Manager as he needs to know of any set-up requirements in the Forum.
  • The School of Informatics are not responsible for any damage to external equipment that may have been used. In situ AV does not come with any warranty. External organisers should arrange their own AV for important events.

List of all standard available AV per meeting room

Health & Safety

When an event takes place out of office hours (i.e. outwith 9.00am to 5.00pm), please contact Health and Safety regarding risk assessments, responsible persons and other H&S issues.

Any caterer using the professional kitchen must have a risk assessment/compliance in place with the Health and Safety manager: 

Forum evacuation drawings: