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Room bookings:

1.About room bookings

On this page:

    Introduction

    At the council, there are many options available for events such as meetings, workshops and conferences.

    These include drop-in spaces, neighbourhood spaces, and meeting rooms in our council offices and other council-owned venues.

    Choosing the ideal meeting space

    When you are planning a meeting or event, it is important to choose the most cost-efficient meeting space based on the:

    • reason for the meeting
    • number of attendees
    • facilities you require.

    Follow these steps to work through the decision-making process and find the right meeting space for you.

    Finding your way around

    Whether you are a new starter, have a meeting in a room you've never been to before, or are visiting a council office for another reason, with our office locations and facilities directory you can:

    • learn about facilities, such as entrances, meeting rooms, cafés and parking
    • check out key facts, like opening times and accessibility
    • find your way around our main council offices with downloadable floor plans.
    View our office locations and facilities directory

    While you are setting up your meeting, consider if you need to meet face-to-face, or if you could use Microsoft Teams to meet online instead.

    Meeting face-to-face is good for connecting with people, but meeting online is often easier, cheaper, and more convenient. Consider things like:

    • what you need to talk about
    • when people are available
    • how much it costs
    • whether everyone has access to the right technology.

    Benefits of an online meeting

    An online meeting is:

    • Cost-effective - Fewer resources are required, saving on expenses such as travel and venue costs.

    • Convenient - Participants can join from anywhere, there’s no need to travel and they’re easier to schedule.

    • Better for attendance numbers - More participants are likely to attend meaning there is also better collaboration.

    • Accessible - With customisable settings and features, such as closed captioning, online meetings using Microsoft Teams are more inclusive, especially for people with disabilities.

    • Scalable - Suitable for one-to-one chats, team meetings, and even large scale conference-style meetings.

    There are around 20 meeting rooms available across our three main council offices, which offer a range of facilities ideal for meetings. These are free to book via our online booking system.

    Find out more about the meeting rooms at our council offices

    If the free options above do not meet your needs, there are around 25 other council-owned venues, including leisure centres and libraries, that offer meeting spaces.

    As these venues are income-generating, you will be charged for your booking.

    Learn more about the meeting rooms at our other council-owned venues

    If you have explored all the other options, and cannot find a suitable venue, you may be able to book an external venue. However as a charge will apply, this must be used as a last resort only.

    Find out more about using an external venue

    1: Consider the format of your meeting

    2: Check out the meeting rooms at our council offices

    3: Consider other council-owned venues

    4: Bookings at external venues
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