The Council Secretariat is the owner of the Colette Bowe and Martin Harris Rooms in the Queens' Building. When the room is not in use by the Academic Registry and Council Secretariat, it may be booked out by academic or professional services departments for meetings and events. The Council Secretariat reserves the right to cancel bookings where a meeting of Council or one of its sub-committees needs to convene at short notice, or another meeting or event deemed of greater importance to Queen Mary business requires the space. The decision of the Council Secretariat to interpret the criteria and authorise use of the Colette Bowe and Martin Harris Rooms is final.
Enquiries about room availability and requests to book can be made through the Council Secretariat at firstname.lastname@example.org.
Council Secretariat covers the cost of annual cleaning of the carpet, curtains and upholstery for the Colette Bowe and Martin Rooms. Given the increased use of the rooms, a charge has been introduced to cover routine cleaning costs.
The charge applies for use of the Colette Bowe Room and Martin Harris Room at the same time. It is not possible to book just one room for a reduced rate, as occupancy of either room would prohibit another event from taking place in the room not being occupied.
All internal bookings approved will be subject to a flat hourly rate of £50 per hour booking fee and external bookings to a flat hourly rate of £75 per hour booking fee rounded up to the nearest hour in all instances. Please provide your departmental budget code when confirming the booking.
All costs associated with hiring of equipment, porterage and catering, etc. are the responsibility of the relevant budget holders.
Responsibilities of users
The Council Secretariat is not a comprehensive room booking service, but owns responsibility for booking the Colette Bowe and Martin Harris Rooms as it closely linked to its work in co-ordinating the business of Council and its sub-committees.
The individual making the booking is responsible for the following:
- Collection and safe return of the key from Room E04 Queens’ Building. If the event commences prior to normal working hours, the key will need to be collected the day before the event. If the event concludes after normal working hours, the key should be returned at the earliest opportunity on the next working day.
- Making arrangements and paying for catering, porterage, IT or other services related to the meeting/event.
- Ensuring that all documentation, equipment and utensils used for the purpose of the event are removed from the space promptly after the meeting.
- Ensuring upon exit that the lights are turned off and doors to the Martin Harris Room, Colette Bowe Room and the door to the cloak room are all locked.
The consumption of food and drink in the Colette Bowe Room, other than light refreshments, is prohibited. The Martin Harris Room should be used for this purpose.
Any damages or specific cleaning required as a result of a meeting or event will be charged to the relevant cost-centre.
Equipment in the Colette Bowe and Martin Harris rooms
There is a projector screen in Colette Bowe Room which is operated via the touch buttons to the left hand side of the screen or the override buttons in the kitchen to the right as you enter the door. A projector to connect to a laptop will need to be arranged with AV services, email@example.com.
Both rooms have a wired Ethernet connection which requires authentication using an IMAP account.
The Colette Bowe Room can hold 30 delegates Board room style.
The Martin Harris room can hold 10 delegates Board room style.