Conference Room Booking Form

Please complete the form below so we can investigate your request and arrange the booking.

COVID-19

As from Monday 22nd June 2020 the GFSB Conference Room will be available to rent again.

However, due to COVID-19 we will not be able to offer the usual tea & coffee etc and bookings will have to be carefully monitored to ensure deep cleaning in between bookings.

The bookings will be a strict maximum of 12 persons and social distancing should be applied as much as possible. All other health advice should be followed whilst indoors and a record of who attended should be kept in case there is a need to contact trace. You will not be permitted to use the air conditioning in line with current Public Health guidance. When you make your booking we will provide you with a list of health and safety requirements and we will ask you to circulate it amongst the attendees at the meeting.

The GFSB will provide hand sanitizer and ensure the room is cleaned thoroughly between users. Please ask attendees to bring their own masks if they wish to wear them as masks will not be provided. Please ensure attendees understand that they must not attend if they or their families are experiencing any Covid symptoms such as persistent dry cough, fever, runny nose or loss of taste or smell.

The GFSB will not be held liable for anyone who may contract COVID-19 whilst in its premises.

Thank you for your interest in booking the GFSB Conference Room. The Conference Room is for business related meetings & training only. It is not to be used to conduct your business from. Its holds up to 50 attendees seated in rows without tables and about 15 attendees seated boardroom style. There are 12 tables available for you to use in other seating arrangements.

Host Contact Details

Contact Name* (Name of person making booking)
Contact* No.(Mobile)
Email*
Are you a GFSB Member? YesNo

The Host is responsible for the Conference Room, its contents and the keys

Billing Details

Company* Name
Same Contact Details as Host? YesNo
Name*
Contact* No.(Mobile)
Email*

Meeting Details

Start Date*
End Date (if more than 1 day)
Start Time*
End Time*
Business*
Equipment Requirements LaptopProjector & ScreenFlipchart & PaperUrn & Water

Key Holder

Same Contact Details as Host? YesNo
Name*
Contact No.(Mobile)*
Email*

Payment

Please make payments via bank transfer to:

Name: Gibraltar Federation of Small Businesses

Sort Code​: 60-60-60

Account No: 10447822

IBAN: GI34NWBK 0606 0601 0447 822

SWIFT: RBOS GI GI

Can you please include our invoice number and your company name as reference when making the transfer?

Rules

When leaving the premises please ensure you:

1. Switch lights off.

2. Close all windows.

3. Turn off all appliances and equipment (This includes urn & aircon).

4. Close and lock Conference Room door.

5. Close main door to Irish Town if you are the last person to leave the building.

6. Please do not sit on the tables and treat all furniture with care.

7. Please do not stick any posters etc on the walls.

8. Please leave the Conference Room as you found it.

9. Please help the GFSB be eco friendly by using the recycling bins provided.

Terms and Conditions

    Furniture layout is in a traditional boardroom style (4 table 8 chairs) as seen in photos on the walls. You may re-configurer the furniture as you please before your event. Once your event finishes please return the furniture to its original layout. Time for set-up and tidying up after should be accounted for in your booking times.

    Please clean & tidy up after yourselves, especially between session if you have back to back bookings. If the room is left in an unsatisfiable state you may be charged for the additional cleaning.

    Please ensure you inform the GFSB office staff if anything is damaged as this may encore an extra charge. The GFSB will not be responsible for any property lost or damaged whilst in the GFSB House.

    Keys to the Conference Room can be signed out from GFSB Office from 9am to 4pm Monday to Friday. The onus to collect the keys during working hours is on the person booking the room and the GFSB will not be made responsible if the keys have not been collected on time. It is recommended that you call in advance before collecting the keys.

    Keys will only be given to the host or person indicated on the booking form. Keys can be picked up one working day before the date of the room booking and should be returned at no later than one working day after. If keys are not returned on time or lost there could be an extra charge.

    Full payment is required no later than on the day of the booking.

    The GFSB accepts no responsibility for the safety, preparation, or service of food or drink prepared for, and or served at the event/training named above. This is the sole responsibility of the person holding the booking, and any individuals who partake in the consumption of such food or drink do so entirely at their own risk. It is also the responsibility of the person holding the booking to dispose of waste foodstuff once the event/training has concluded.

    Any booking a month or less from the date of the room booking will be guaranteed. Any bookings made more than a month before will be provisionally booked and can be cancelled at the GFSB’s discretion.

    For additions information which should also be considered before agreeing to the terms and conditions can be found Conference Room page

    The GFSB have right to cancel any room booking. In such an event, you will not be charged. All room bookings that you cancel more than 2 weeks before the booked date will get a full refund. If you cancel a booking with under 2 weeks’ notice, you will be charged 50% of the fee.

Agreement

I, the Host, agree to the terms and conditions of the use of the GFSB Conference Room.

Name*
Today's Date*
Terms & Conditions

MF2019 Issue 1