Room booking policy

Every number on this page is the number the booking screens apply. When the committee changes a rule, it changes here at the same moment.

How long, and how far ahead

A booking runs from 30 minutes at the shortest to 4 hours at the longest. Administrators may book past that maximum: yes.

You may hold 10 active bookings at once, counting requests still waiting on a decision, and a recurring series counts each of its occurrences separately. A series runs to at most 12 occurrences.

The calendar opens 12 weeks ahead. That is a number of weeks, not the end of term.

What a room is for, and who comes first

Tell us what the room is for when you book: rehearsal, meeting, workshop, audition, read through, get in, social and storage. It is not the name of your production, it is what will happen in the room, which is what makes a space suitable or not.

Where two bookings want the same room, priority runs production, committee, rehearsal and general, highest first. A higher tier may take a slot from a lower one, and the member who loses it is told.

Requests, and how long they wait

A booking made with at least 48 hours of notice is confirmed straight away. Anything shorter waits for an officer to approve it.

A waiting request is chased with the approvers after 48 hours, and lapses after 168 hours if nobody has decided it. If it lapses, you are told, and you are free to ask again.

For a room we do not manage, we need 3 days of notice before the day you want it. Weekends and bank holidays are not working days, though the booking itself may fall on one.

Not turning up

Not using a room you booked keeps somebody else out of it, and it is counted. The ladder looks back 365 days, and it also clears at the end of our year, whichever reaches less far.

Inside that window, 2 no-shows are formally recorded against you, and at 3 every further booking you make needs approving first. Cancelling a booking you no longer need costs you nothing and is not a no-show.