Background Information:

• Rooms 5.01/5.02 and 5.03 are managed by Central Timetabling Team (CTR) from a booking process.
• The Terrace is managed by Warwick Conferences (WC).
• Availability of the Terrace during term time is limited to the days and times below:
  • Monday and Tuesday evening from 7pm
  • Wednesday afternoon between 1-5pm
  • Friday evening from 6pm
  • Saturday and Sunday – all day and evening
  • Any time during the last week of term (week 39) (please note this is Terrace only)
• Access to the Terrace is via FAB 5.03 and will be arranged as part of the booking with WC.
• Smoking and vaping are prohibited on the Terrace.
• Closing time for any event is 11pm – this is non-negotiable.
• Maximum capacity at any one time for the Terrace is 60 – external furniture limit is 48.
• There is no external lighting at present, however there is ambient lighting from the adjoining rooms.
• Minimum set-up and de-rig time is 1 hour prior and after the event. This will depend on the requirements.

Booking Process:

• Bookings must be made at least 2 weeks prior to the date of the booking.
• Prior to making a booking for the Terrace, the customer will need to book 5.01/5.02 and 5.03 with CTTR. If one of these rooms is not available, the Terrace is not available.
• Food & drink requests need to be sent to Warwick Food & Drink (WFD) - https://warwick.ac.uk/services/foodanddrink/ or by e mail foodanddrink@warwick.ac.uk
• The Terrace is covered by a risk assessment which can be found here.

Costs:

• Standard room hire for use of the Terrace during term is £150.00 and this cost covers:
  • Managing booking process.
  • Supervision by a member of Conferences’ staff for the use of the Terrace – access/close, Health & Safety and guidance.
  • Control of the event in terms of use, numbers, licensing (security still required if deemed appropriate).
  • Guidance on fire evacuation procedures.
  • Standard set up of the three room as per term time layout as above.
  • The standard room hire is for a period of up to 4hrs. If the event will last for longer than 4hrs:
    • £850 for an event up to 8hrs in length
    • For any event more than 8hrs please request at the time of booking
• If the room requires changes to layout, furniture etc., this would be an additional cost, if the client moves furniture, then they will be responsible for returning to its original state at the end of the event. If the furniture is not returned to the term time layout then an additional charge will be added post event.

Request for the removal of the partition walls between 5.01/5.02/5.03 during Term Time:

• When booking the spaces with CTTR, the customer must consider the time required to open the walls pre-event as well as time post-event (estimated time of 2 hours both before and after your event)
• At least two weeks’ notice is required for the Estates Team to plan the resource and the requests can only be facilitated during normal working hours (8am to 4pm Monday to Thursday and 8am to 3pm on a Friday)
• All requests should be added to the Estates Service Desk Q2 system as a service request: https://warwick.ac.uk/services/estates/service_centre. Details to be specified:

• Date of the requirement
• Times the rooms are booked with CTTR from and to
• Timing of the event, including the end time.

• Estates Porters will confirm the request once received, noting that at certain times of the year the resource may not be available, therefore booking the space on Q2 does not guarantee the rooms can be opened (those periods are Winter Graduations, summer exam season, Welcome Week, start of the academic year and Black Friday week)

FAB – 5^th Floor, Terrace (FFFT) and rooms 5.01 / 5.02 / 5.03 and the Terrace during Vacation

Additional Background Information:

• Easter & Summer Vacation (also includes week 39) – all three rooms and the Terrace are managed by Warwick Conferences.
• All three rooms and Terrace can be booked at any time of the day / evening according to availability (closing time of the event is still 11pm).

Booking Process

• Bookings must be made at least 2 weeks prior to the date of the event to allow planning of staff and Risk Assessment - the internal department making the booking will have to complete a Risk Assessment.
• All bookings for the rooms or the Terrace should be made via the Warwick Conferences Sales Office by e mail: conferences@warwick.ac.uk

Costs:

• Minimum cost for the booking of the Terrace will be £500 as this includes all costs as per the term time booking process.
• Additional costs will apply dependant on the layout required within the rooms and any food and drink requirements.
• All food and drink requirements will be managed as part of the booking for the spaces.