Useful tips

Successfully reserving a room

  • When you use the online booking system to book a room, don’t forgot to add a title for your meeting into the ‘Description’ field. When you do this, the information automatically appears on your local TV display screen, which helps make the right impression for your meeting.
  • If you think your delegates need wifi, contact us in advance and we will have log-ins ready for their arrival.
  • We can provide a range of equipment in many of our customer meeting rooms including laptops with Skype, projectors, conference phones and flip charts. In some cases equipment needs to be reserved so don’t forget to add it to your reservation.

Ordering hospitality quickly and easily

  • You can order hospitality within minutes on the online booking system. Menus can be viewed and a cost centre or project code needs to be provided so that hospitality can easily be billed back to your department.
  • Remember our notice periods for bookings and cancellations;
    • Tea and coffee should be ordered one working day in advance, with orders placed before noon
    • Breakfasts, lunches and buffets should be ordered two worksing days in advance, with orders placed before noon
    • VIP Lunches, dinners and drinks receptions should be ordered five working days in advance, with orders placed before noon
    • Ensure your hospitality arrives successfully by providing a full delivery location. Avoid using acronyms or abbreviations in the delivery address.
    • If your building does not have a Compass café, a minimum order value of £10 applies. We can tell you whether or not this is the case.

Dealing with access control issues

  • Our customer buildings mainly use one of two access systems – SALTO or Net 2.
  • If you need a temporary visitor pass for short term access to one of our managed buildings, you can request this using our online booking system.
  • Currently the University has no central point of contact for access control although we are working with colleagues to create easier ways to manage this.
  • We can help our customers with access issues but for other University buildings, we recommend contacting your Departmental Administrator.
  • Did you know that requesting the renewal or replacement of your card will cause your existing card to be switched off when the new card is created? This could explain a sudden and unexpected loss of access. To resolve this, go to a main entrance door reader, which can unlock your card. We recommend holding the card in place for 30 seconds or until the light turns green.

Quickly and easily reporting a fault

  • To speed up the process of getting faults fixed, follow our tips for giving us all the essential information.
  • Tell us your exact location by using the ‘Estates space code’ when logging a request.
  • Provide us with as much information as possible when reporting a fault. This makes it quicker to diagnose and saves us having to contact you for further details.
  • When contacting us for an update or change to your request, quote the job reference number.
  • To report an emergency, contact us straight away.

Parking at University offices, Wellington Square

  • There are four visitor spaces at University offices and all parking requests need to be made in advance and booked through the online booking system.
  • When arriving by car, use the intercom at the Little Clarendon Street vehicle gate to gain access then drive down the ramp and park in one of the spaces numbered 1-4. Enter the building via the blue door to your right, using the intercom. Once inside make your way to Reception on Level 2 (10) to hand in your keys.
  • Your keys will be stored securely at reception and should it be necessary, we will move cars parked in the visitor spaces to let other cars enter and exit the building.