Bayes Centre

Event and Room Bookings - T&Cs

Guidance on event and room bookings within the Bayes Centre

G.03 is our ground level seminar room which seats 80 people theatre style and has full AV facilities.

Summary of cost of room hire in the Bayes Centre:

G.03 and Atrium Internal UoE Staff and Students Commericial Partners & Members External Organisations

Half day (morning or afternoon)

no charge no charge £400

Full day (from 8.30am-5.30 pm)

no charge £200 £600

Evening (from 5.30pm-10.00pm)

£100 £200

£400

Event booking processes

The Bayes Centre hosts and accommodates a high volume of routine and high-profile events. Event hosts are therefore asked to take responsibility for the coordination of catering, room set up, security, AV and other event related requirements.

Failure to follow the processes detailed below may result in your event being disrupted, double booked and/or omitted from room booking and resourcing schedules.

Please note we can only hold provisional bookings for maximum one week.

Please also read our full Event and Room Bookings T&Cs below including costs associated with relevant event bookings, which apply for bookings made from 1st August 2019 onwards.

Events Policy

Internal – all events organised by University of Edinburgh staff and/or students, subject to the approval of the Bayes Operations Team.  Any additional requirements including technical support for internal events must be agreed in advance of the event date.  Priority will be given to all internal events with a direct link to the Bayes Centre, and Data Driven Innovation programme.  Event applications will be prioritised and approved based on relevance to the Bayes community and thematic alignment with the work of the Centre.  The out of hours cost includes out of hours servitor cover and must be settled via eIT prior to the event taking place.  All cancellations received 7 days prior to the event will be refunded in full, last minute cancellations (occurring within 48hrs of the scheduled start) will not be refunded.

Commercial – all events organised by Bayes Centre commercial Partners or Members, subject to the approval of the Bayes Operations Team.  Any additional requirements and/or technical support for commercial events must be agreed in advance of the event date.  Priority will be given to events with a direct link to the Bayes Centre, the Data Driven Innovation initiative and the wider University.  Event applications will be prioritised and approved based on relevance to the Bayes community and thematic alignment with the work of the Centre.  The evening room hire cost includes out of hours servitor cover and must be settled prior to the event taking place, normally via eIT or with a Purchase Order number.  All cancellations received 7 days prior to the event will be refunded in full, last minute cancellations (occurring within 48hrs of the scheduled start) will not be refunded.

External – outside of core teaching times, and subject to availability, the Bayes Centre Seminar Room (G.03) and Atrium is also available for external events.  External events are events that are not organised by a member of the University, or an existing Bayes Centre Member/Partner, but have a connection to Bayes, the wider Data Driven Innovation initiative, or are of strategic importance to the University.  Event applications will be prioritised and approved based on relevance to the Bayes community and thematic alignment with the work of the Centre.  The evening room hire cost includes out of hours servitor cover and must be settled prior to an event taking place, normally by supplying a Purchase Order number.  All cancellations received 7 days prior to the event will be refunded in full, last minute cancellations (occurring within 48hrs of the scheduled start) will not be refunded.

Applicable to all events

All events must have a designated ‘responsible person’.

  • for internal events, this will be a University of Edinburgh member of staff or a student. 
  • for commercial events, this will be  a Partner or Member based in the Bayes Centre.
  • external events must have a dedicated organiser or a host present during the event.

The 'responsible person' must be present throughout the event and will ensure compliance with this policy.  Reception and servitorial staff will not assume this role for any of the three event categories, unless specified in the original event booking.

Where necessary, the 'responsible person' will undertake all necessary risk assessments.  The Bayes Centre has a group of Fire Stewards and First Aiders available throughout core operational hours (from 8.30am-5.30pm), all out-of-hours events will require their own First Aid and Fire Steward cover. The 'responsible person' will lead on any building evacuation during an alarm activation and must familiarise themselves with the Fire Action Plan for the building in advance of the event taking place.

The 'responsible person' will ensure that event guests don't attempt to access any other levels beyond the ground floor and that all guests vacate the building at the end of the event.

Event organisers are responsible for any additional cleaning requirements and for any waste disposal (catering waste, glass bottles).

Any children attending an event must be under close supervision at all times.  The open area spaces above the ground floor present significant fall risks to children - this must be considered during any pre-event risk assessments.

Internal UoE, Partner and Member bookings made as part of the Bayes Talks community series are free of charge.

Event Booking - Terms & Conditions

Please note by confirming your booking, you agree to the following terms and conditions:

1) Booking your own catering (for Edinburgh First contact Louise West, at Louise.West@ed.ac.uk).

2) Room set-up and clean up (the room must be returned to original set-up).  For additional tables contact Bayes Reception at least two days in advance, at bayes.reception@ed.ac.uk.

3) There is no on-site technician/AV support in the Bayes Centre. You are responsible for testing the equipment or arranging for a technician to be present, via learningspacestechnology@ed.ac.uk.

4) For Guest Wi-Fi, contact Bayes reception at least two days in advance, at bayes.reception@ed.ac.uk.

5) For out-of-hours events – the event organiser is responsible for the health and safety (including fire evacuation) of all attendees.  Further guidance is available from Natalia Gibczynska, at Natalia.Gibczynska@ed.ac.uk.

6) A dedicated 'responsible person' must be present at all times during the event, and is responsible for ensuring that all guests vacate the building at the end of the event.

For more information please see:

Bayes Directory

or contact bayes.reception@ed.ac.uk

 

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