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Welcome Assistants to manage room bookings from now on

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Welcome Assistants to manage room bookings from now on

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Build this into the training. Ask JC for help with this!

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- Can we customise the request form?
- Can we cap how many requests can be put in by one account in a given timeframe?
- Can we run reports on enquiries or requests/produce spreadsheets?
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trying to get them in where there are clashes

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Could we put a cap on the number of hours you can book in a particular week (per group)?

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Could we put a cap on the number of hours you can book in a particular week (per group)?

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Could we set something like this up for them?

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If there are no clashes we do those first

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Sometimes we might hold rooms for groups on particular dates and go back to them to confirm at a later date

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Sometimes we might hold rooms for groups on particular dates and go back to them to confirm at a later date

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Sometimes we suggest that they speak to the University

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Sometimes we suggest that they speak to the University

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Sometimes we might negotiate with the groups to find out if they'd accept a different room.

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Sometimes we might negotiate with the groups to find out if they'd accept a different room.

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Sometimes the bigger dance groups communicate with each other to negotiate.

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Will send a group email out when the bulk of them are in, ask them to check BookingsPlus

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Will send a group email out when the bulk of them are in, ask them to check BookingsPlus

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One consideration = how much money the event will make, if in Kingsgate

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One consideration = how much money the event will make, if in Kingsgate

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Could facilitate multiple events at the same time (e.g. use some overflow space in the Lounge)

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If someone wants something in Kingsgate, this would get signed off by Francesco/Jamie

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If someone wants something in Kingsgate, this would get signed off by Francesco/Jamie

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Look at what they've asked for and put them somewhere different if it makes more sense

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Look at what they've asked for and put them somewhere different if it makes more sense

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Regular activities get booked in after one-off activities

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Regular activities get booked in after one-off activities

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Keep things fair for Ballroom
(e.g. Instep, Dancesport, Ballet, Caledonian) - try to make sure it's an even spread.
Make sure each of these groups has a couple of hours.

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(hope it doesn't change!)

any chance that we can do the evening, wednesday afternoons and weekends without the timetable?

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Antonia has agreed that nothing additional would be booked into B Level rooms after the timetable is set.
Claire has written to her to clarify that this is still a thing.
Will pick up a conversation later about further rooms that could be protected.
Kirsty M has said she's happy to push back and ask for further rooms to be protected (after timetable is finalised).

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Put evening bookings in from 6pm.

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Book commercial bookings in (e.g. vintage fair)

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Book commercial bookings in (e.g. vintage fair)

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Whatever is available after that is fair game for our groups

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Whatever is available after that is fair game for our groups

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Download data from room bookings form (18th Sep close)

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Download data from room bookings form (18th Sep close)