Responsibilities of users
Signing In
All organisations are required to nominate an individual to be the contact with the Fund, responsible for providing list of delegates and for signing them in. Smaller groups (up to 10 participants) can sign in the visitors' book at the main entrance with the security guard. For meetings with more than 10 participants, a delegate list must be given to the security guard before participants arrive. Please note that for security purposes, all participants must be individually named. The principal organiser should retain a list of actual attendees in case of emergencies.
Principal contact
The individual responsible for the meeting should make contact with Helen Jones/ Reception on arrival, and again before departure.
Escort
A member of staff from the attending organisation should be on hand to escort fellow attendees to their room.
No Smoking
The Fund operates a strictly no smoking policy. We ask smokers to smoke away from our entrance, on Westminster Bridge Road (not under the arches), and to dispose of cigarette ends in a friendly manner.
Furniture
We have no objection to the furniture being moved around in order to maximise the use of the rooms and ensure they are comfortable. However we do require that, after the meeting, the rooms are restored to the state you found them in, please.
Display material and other literature
Notice boards are provided in meeting rooms 1 and 3 and the conference room. It is not permitted to stick, pin or otherwise affix anything directly on to the walls. Please note, the Fund does not offer photocopying facilities, so please ensure you bring with you all the copies you need.
Catering
We offer a small self catering kitchen providing tea, coffee, milk and biscuits. We would like to make it clear that we do not serve/organize refreshments for the meetings, only provide the facilities. Room users are responsible for washing up and putting away all crockery used.
Rubbish
All left-over food and waste must be put into black bags/bins, and recycling should be placed in the appropriate containers provided. The rooms and kitchen must be left as you found them - please make sure staff attending are aware of this.
Use of the venue
Please do not make or take calls in the corridor as this can be disruptive to other groups and to the staff. Filming is not allowed in the building. Any photography that is take during events must not have our logo or other information relating to The Diana, Princess of Wales Memorial Fund in it. If you are intending to take film or photograph, please notify Reception in advance. Please do not remove or damage any of the equipment, furniture or property provided by the Fund for your use. Breakages, loss and damage may be charged for at cost to replace.
Health and Safety
Information on the Diana, Princess of Wales Memorial Fund's site emergency procedure and information on fire alarms is provided in the Voluntary Sector Room's Criteria and Information guide. Please ensure that all participants are aware of the procedures. To read the guide, click here.
After the Meeting
The principal contact must report to reception and the room will be checked in order to ensure that it has been left in a satisfactory state
If we find that any users are abusing our hospitality and/or rooms, we reserve the right to refuse their application in the future.
back to top