Room Bookings Process Map by https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf en-us 2023-09-06 09:56:20 UTC 2023-09-06 10:42:22 UTC hello@padlet.com Get timetable from University imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686456109 (hope it doesn't change!)

any chance that we can do the evening, wednesday afternoons and weekends without the timetable?]]> 2023-09-06 09:57:12 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686456109 imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686456986 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).]]> 2023-09-06 09:58:06 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686456986 Are the times fixed for lectures? imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686473655 Put evening bookings in from 6pm.]]> 2023-09-06 10:15:02 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686473655 Book out the Church on a Sunday imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686473993 2023-09-06 10:15:24 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686473993 Book commercial bookings in (e.g. vintage fair) imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686474259 2023-09-06 10:15:40 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686474259 Whatever is available after that is fair game for our groups imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686474826 2023-09-06 10:16:16 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686474826 Download data from room bookings form (18th Sep close) imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686476058 2023-09-06 10:17:25 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686476058 Considerations: imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686477369 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.]]> 2023-09-06 10:18:37 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686477369 One-off activities get booked in first imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686478175 2023-09-06 10:19:25 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686478175 Regular activities get booked in after one-off activities imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686478372 2023-09-06 10:19:38 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686478372 Look at what they've asked for and put them somewhere different if it makes more sense imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686478639 2023-09-06 10:19:53 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686478639 If someone wants something in Kingsgate, this would get signed off by Francesco/Jamie imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686479818 2023-09-06 10:21:09 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686479818 One consideration = how much money the event will make, if in Kingsgate imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686481128 Could facilitate multiple events at the same time (e.g. use some overflow space in the Lounge)]]> 2023-09-06 10:22:29 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686481128 Will send a group email out when the bulk of them are in, ask them to check BookingsPlus imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686482005 2023-09-06 10:23:16 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686482005 Sometimes we might negotiate with the groups to find out if they'd accept a different room. imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686483835 Sometimes the bigger dance groups communicate with each other to negotiate.]]> 2023-09-06 10:25:01 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686483835 Sometimes we suggest that they speak to the University imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686484231 2023-09-06 10:25:26 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686484231 Sometimes we might hold rooms for groups on particular dates and go back to them to confirm at a later date imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686484708 2023-09-06 10:25:56 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686484708 Spreadsheet where we block out rooms imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686485134 If there are no clashes we do those first]]> 2023-09-06 10:26:25 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686485134 Are they filling in a calendar? imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686487553 Could we set something like this up for them?]]> 2023-09-06 10:28:59 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686487553 Could we put a cap on the number of hours you can book in a particular week (per group)? imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686487912 2023-09-06 10:29:23 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686487912 biggest admin burden: imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686489748 trying to get them in where there are clashes]]> 2023-09-06 10:31:17 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686489748 Questions for bookingsplus: imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686496763 - 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?
- ]]> 2023-09-06 10:38:56 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686496763 Welcome Assistants to manage room bookings from now on imogencharvillryall https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686502288 Build this into the training. Ask JC for help with this!]]> 2023-09-06 10:42:22 UTC https://padlet.com/imogencharvillryall/7h7dlo4wcts225xf/wish/2686502288