Booking Slots

Purpose

Ensure all club sessions and one-off events are booked consistently with no timetable conflicts.

Required inputs

• Club or event name
• Date and time requested
• Room or facility required
• Session lead and contact details
• Equipment or setup requirements

Steps

1. Check availability in the master calendar before confirming any slot.
2. Confirm requested space and setup needs with the session lead.
3. Enter booking details into the centre calendar with clear labels.
4. Send booking confirmation by email to the session lead and secretary.
5. Add setup and close-down notes for caretaking staff if needed.

Troubleshooting

• If two requests clash, prioritize existing recurring bookings and offer alternatives.
• If a facility is unavailable due to maintenance, notify the requester immediately and suggest backup spaces.

Escalation

For unresolved conflicts, contact the Club Liaison first, then escalate to the Chair.

Last reviewed

March 2026