Guidance for the booking of the Media Innovation Studio space
We receive many requests from colleagues to use the large studio space and the Remerge technology. We are keen to make sure the room is used by as wide a range of people as possible but it won’t be suitable for everyone. With that in mind, we have provided a brief guide to the space and what it is used for;.
What it is:
A research space for workshops, focus groups, hackathons.
A learning lab, for enhancing the student experience. By bringing together a range of disciplines to work on projects and assignments collaboratively.
A space to deliver commercial training, short courses or events of all kinds, networking, screenings, book launches, performances, public exhibitions etc…
A place for innovative learning activities
A popular space, so once you know your dates and times book in plenty of advance.
A space that can host approximately 100 people standing and 60 people sitting
What it isn’t:
A room to host meetings, if your event is less than ten people, we would advise you book other rooms on campus. Room Bookings
A classroom – We want to encourage innovative, even experimental teaching activities but the space is not a nicer alternative to standard teaching rooms. A space to book for a few hours. The studio is a very popular space and we give preference to bookings that are full days. Bookings of 2-3 hours will only be considered if it fits around existing bookings .
We always do our best to honour bookings that have been requested and approved but on occasions there may be a time where bookings that provide income generation may have to take priority. We will only cancel a booking if no alternative can be found. We will aim to provide as much notice as possible but please note, acceptance of this is part of the conditions of the booking and by submitting a request, you will be agreeing to these terms.
All bookings must comply with our booking procedure (below) this includes cancellations, housekeeping, technical equipment, catering and parking.
We like to share and publicise the various events that are held in our studio and this could be via a number of channels such as Social Media, MIS website and newsletters. If you DO NOT wish your event to be shared publically, please email DHDearnley@uclan.ac.uk who will instruct the MIS team that they do not do this.
We are really looking forward to welcoming you to the Media Innovation Studio Space and hope you will have an enjoyable and productive session with us.
Please could we ask that you read the procedures below with regards to booking the room.
Following this, in order to request your booking, please click on ‘Event Booking’ at the bottom of this page. You will be directed to a page where you will be asked to ‘add a new item’. You will be asked a number of questions regarding your booking. This information is required in order to make the booking. Please ensure you respond to all questions before saving and submitting.
When you make a provisional booking, please confirm it with one week of booking, or it may be removed.
If you need to cancel your booking, please do so as soon as you aware that your event is not taking place with at least one week’s notice. The studio is very popular and colleagues are always disappointed when it is not available. If you do not use the studio when booked and have not cancelled, your future requests will not be given priority and may incur an internal recharge.
Please note, when requesting your booking, that you allow extra time at the start and end of your booking, for setting up your event. If you require access the night before, or need to leave equipment in the room overnight, please contact Debbie on DHDearnley@uclan.ac.uk or on 5727.
The studio is available as a ‘dry hire’, room only. That means you need to provide the relevant staffing and support for for the preparation and delivery of the event. You are also responsible for any work required post event to return the studio to a state ready for the next user.
A security code for the main door is required to enter the studio, please contact DHDearnley@uclan.ac.uk for the latest code.
The studio has a “standard layout” shown by the photo on the studio wall. You can move furniture around but the room must be returned to its original layout at the end of any event. If you wish to add any extra furniture you should contact FM to arrange this.
Please ensure that you liaise with DHDearnley@uclan.ac.uk with regards to the availability of delivering these items. You must ensure that they are arranged to be collected at the end of your event.
Please ensure the studio is left tidy and spillages are wiped clean
Rubbish should be bagged up and left outside the main doors
Please respect the studio facilities and ensure that you leave the room as you found it. It is your responsibility to ensure the studio is respectable for the next event.
In September 2015, new technical equipment was installed in the studio. The full user manual can be located in the studio and can be emailed upon request beforehand. However it is strongly advised that you book Technical assistance, who will support for the first 10-15 minutes as standard practice , to limit any technical issues. Please email LISCustomerSupport@UCLAN.ac.uk or Ext 5355 with your requirements and liaise with them directly. We do ask that none of our kit is unplugged, re-connected or repositioned by anyone other than a Technician from LIS and that you ensure they put it back as they found it, so it will not disrupt the next event.
The projection system is on the University network so you will need to enter your staff ID in order to log in.
If you’ve not been in the space before please arrange to pop over for a viewing and to assess your requirements in advance of the date of your booking. Please contact Debbie on email@example.com with regards to booking in a 10 minute slot.
You might want to use some of our other technology like the amazing facilitation tool ‘Remerge’. If you do not know what ‘Remerge’ is, please ask and someone here will try and explain it. Better still, book a slot for a demo then you can decide whether you’d like to use it during one of your sessions. Initial enquiries should be booked via DHDearnley@uclan.ac.uk who will liaise with the relevant colleague and the studio availability. We may be able to offer training for people wishing to use it, but we’d definitely recommend you book a facilitator and technical support if you want to get the best out of ‘Remerge’ as we are not always around to help out.
As you will be planning your own agenda for your session you will know when people will need to eat and drink plus the numbers you will have to cater for. The university catering services are equipped to provide coffees, teas, canapés and buffets to the Media Innovation Studio but you will need to confirm your food and drink requirements and what time when you need it. Speak to them directly on Ext 2080.
Please note it it is your responsibility to ensure that the clearing of the catering equipment is undertaken as soon as possible after your event.
All catering should be cleared away and left on the table outside the main doors of the studio. Events will often run back-to-back so it is imperative that you state required clearing times on your catering booking form. Please ensure the studio is left tidy and spillages are wiped clean. Rubbish should be bagged up and left outside the main doors. Please respect the studio facilities and ensure that you leave the room as you found it.
As car travel by visitors contributes to a major environmental impact, please could you advise your external visitors of the The ‘Campus Map & City Guide’ which contains a campus map, information on travelling to UCLan by sustainable modes and a Preston map including UCLan Sports Arena.
The Guide is available from the Travel Stands in The <i>, Harrington Foyer and the SU and can also be downloaded: http://www.uclan.ac.uk/visit/how_to_find_us.php
To order multiple copies to send to visitors to encourage sustainable travel please contact the Sustainable Travel Coordinator on x2052 or email firstname.lastname@example.org.
Please liaise with FM directly should you need to book car parking for your visitors.
If your event runs into the evening, we need you to contact the Building Manager Steve McBride Ext 2057 / Mob 6755 (07800 545427) or Security on SService1@uclan.ac.uk and notify them before the event so they can inform relevant colleagues. During normal term time hours the buildings are open Mon-Thurs 0730-2100 and Friday 0730-2000 and during the holiday periods buildings are open 0730-2000 Mon-Thurs and 0730-1900 on a Friday.
Please ensure you closed the main doors when you leave the studio and also ensure the rear entrance door is locked
Please bring your own stationery items to your event.
Please ensure you have read the above booking procedures as you will be asked to tick a box on the booking form to confirm that you have done so.
If you have any questions on the above, or about anything else relating to the Studio please contact Debbie on DHDearnley@uclan.ac.uk or Ext 5727
Thanks and see you soon