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Book The IV Lounge

The IV Lounge can no longer be booked as a space only, without the bar open. It can only be booked with the bar open. If less than £100 is taken over the bar then a charge of £25 will be incurred to cover costs. This will be charged directly to the club/society that booked the event. Alternate space is available at the CMC Sports and Social Club at the Heath. Please contact them directly on 02920742440 / 02920742927 or at info@cmcsportsandsocialclub.co.uk.

Forms must be submitted a minimum of 14 days before the event. Any events with a guest speaker must be submitted a minimum of 21 days in advance. Any missing information will delay confirmation of the booking.

Society/Club Details

Booking Details

Media/Advertising

Please note it is the organiser’s responsibility to contact the public relations team to request approval in advance for filming to take place on University premises: that this is properly accommodated withing the risk assessments; and that the film crew is able to provide evidence of having adequate public liability insurance in place.

No promotion should be undertaken prior to the booking being confirmed.

Attendees

Events held in the IV Lounge must have at least 20 people attending. Alternate venues at the Heath can be found here.

Guest Speakers

The information required in this section should be completed by the organiser in consultation with any potential speaker.

You will need to think about the potential for the subject matter or the speaker causing offence. This may include offence caused by criticism or negative language relating to an individual or groups based on their protected characteristic (e.g. gender, sexual orientation, ethnicity, age etc.) including any ‘jokes’ or ‘banter’. Think also would the speaker’s attendance in itself cause offence (because they are known for speaking publicly on topics that some individuals may find offensive). See the Dignity at Work and Study Policy for further guidance. You may want to provide copies of relevant equality policies to the speaker. You will also need to think about the potential for the speaker/topic to be found to be ‘Inciting hatred’ or a risk of causing fear or alarm to attendees or the wider University community

Add Another Speaker

Finances

Security/Other Requirements

Please note the need to use University caterers for the supply of refreshments

It is the responsibility of the event organiser to conduct an appropriate health and safety risk assessment for the event. Include details of activities if any which may require special attention within this. Please provide details of this assessment to the University. As the organiser, you are personally responsible for ensuring that all attendees at an event are aware of health and safety issues (such as fire procedures and emergency exit routes) and for the proper conduct of all attendees. You do not have to make the relevant announcements and arrangements yourself but you are personally responsible for ensuring that it is done. You are also responsible for ensuring that any access requirements are in place and for considering other specific requirements.

Terms & Conditions

Pre-Event

  1. Booking of event / function to be proposed by University student/staff member and then endorsed / supported by STUON (Contact = Katey Beggan ~ Vice-President, Heath Park Campus) / University School / Division / Directorate representative and finally signed off by Karen Tanner ~ Director Campus Services Division for IV Lounge Management Group.
  2. Final numbers to be given 14 days before event / function and these must meet minimum and maximum number requirements.
  3. Venue capacity of 270 cannot be exceeded.
  4. Each event / function must have a designated organiser / responsible person who must be in attendance during the whole event and act as the liaison / contact between the venue staff, security and the customers, ensuring dignity, courtesy and respect is shown both in terms of the staff and the venue at all times. The organiser / responsible person must arrive at the event / function 30 minutes prior to start, to go through final details with staff and must remain in attendance until the end.
  5. For certain events Security to be provided through the Students’ Union external providers.

During the Event

The organiser / responsible person will assist in ensuring that:

  1. Persons attending all events / functions must comply with all licensing, health and safety and other general regulations relating to the responsible use of a Cardiff University building / facility.
  2. Persons attending all events / functions must not bring any dangerous or hazardous items in to the IV Lounge and must remove any such items immediately when requested to do so by a member of Cardiff University staff, security staff or any other authorised person.
  3. Persons attending all events / functions must not consume any food or drinks on the premises that are not supplied by Cardiff University ~ Campus Services Division / Catering & Bars Services.
  4. Decorations or displays cannot be put up without prior agreement and any acceptable items must be installed as agreed so as not to cause damage to the decoration / facility.
  5. Persons attending all events / functions must not act in an improper or disorderly manner e.g.
    • Standing on / damaging furniture
    • Making excessive noise
    • Damaging any equipment / fixtures or fittings
    • Fighting
    • Being drunk and disorderly etc.
  6. Damages will be charged to individuals acting in an improper or disorderly manner. Such charges may be supported by CCTV footage.
  7. Persons attending all events / functions must leave promptly at the appropriate time and comply with any reasonable requests from Cardiff University staff.
  8. Smoking is not permitted in or on any University premises.

Post-Event

  1. Any customer identified as having broken any of the previous terms and conditions will be asked for their University I.D. card number and excluded from entry to the IV Lounge for a specified period of time.
  2. Further action may be taken against any customer identified as having broken any of the previous terms and conditions under appropriate University / Students’ Union procedures.
  3. If less than £100 is taken over the bar then a charge of £25 will be incurred to cover costs. This will be charged directly to the club/society that booked the event.