Booking

You can use the calendar below to make new bookings, subject in accordance with the booking conditions and cancellation terms below. The first time you log in on any particular device you will be asked to check the box below to indicate you accept the conditions. For guidance on how to make a new one-off or weekly booking, or how to amend an existing booking, please refer to the instructions below the calendar.

Booking Conditions

  • All bookings will be chargeable as per the present rates
  • All bookings must be made in accordance with these conditions
  • All bookings must be on the hour and either one-off or repeated weekly
  • No new booking may be more than 21 days hence (unless a new weekly booking following on from one which is terminating)
  • You may make new weekday bookings in Rooms 1, 2, 8, 9, 10 and 11
  • You may make new weekend bookings in Rooms 8, 9, 10 and 11
  • Room 6 is reserved for SIP Clinical PA and PD Trainees only
  • Room 5 bookings and weekend bookings in Rooms 1 and 2 must be made through the Administrator
  • Bookings are subject to the cancellation terms below
Cancellation terms

You have approximately 30 minutes to amend or delete your booking after creating it. After this window, your booking will be subject to the following cancellation terms and notice periods:

  • Cancellations must be made via email to orchardcommittee@gmail.com
  • Notice will be taken as of the date of the email. You must provide:
    • 4 weeks’ notice to cancel an established weekly booking; individual booking cancellations are not permitted
    • 1 weeks’ notice to cancel (one or more instances of) a weekly booking within the first four weeks
    • 48 hours’ notice to cancel a one-off booking with no charge
Viewing the calendar
  • Select period of visibility in the top right-hand corner (i.e. ‘Week’, ‘Month’, etc.)

TIP: The ‘Scheduler’ view is useful when looking for availability on a certain date, across all rooms

  • Select or deselect the rooms shown by clicking on the Room titles to left of the calendar
  • You can use the search function (magnifying glass icon) to filter bookings (i.e you can search your own existing bookings using your first or last name)

TIP: On a phone, turning the phone on its side will gain you a much better view

How to make a new booking
To make a new one-off booking:
  1. Find a vacant date, time and room to suit you on the calendar
  2. Click on that slot and a window will open
  3. In the top bar, where you see ‘Enter the event title…’, type over this text with ‘ONE-OFF: Your name’
  4. Check the date, start and end time are correct
  5. Click Save
To make a new ongoing booking:
  1. Find a vacant date, time and room to suit you on the calendar
  2. Ensure the slot is available for the following 3 weeks from the date of first booking
  3. Click on the slot of your first booking and a window will open
  4. In the top bar, where you see ‘Enter the event title…’, type over this text with ‘WEEKLY: Your name’
  5. Check the date, start and end time are correct
  6. Tick the ‘Repeats’ checkbox (below the date and time)
  7. Click on ‘Weekly’
  8. Leave the setting as: Repeat every ‘1 week’, ensuring the day to repeat is correct
  9. If the booking is for a fixed length of time, select the end date, if not, leave as: continuing ‘forever’
  10. Click ‘Save’
  • You have approximately 30 minutes to amend or delete your booking after creating it
  • If you realize you have made an error after this time window, immediately email orchardcommittee@gmail.com
  • When you add a booking, a notification will be sent to the Administrator. If your booking breaches the booking conditions, the Administrator will remove the booking and notify you
To amend an on-going booking:
  1. Proceed as above to create the new weekly booking
  2. Email orchardcommittee@gmail.com immediately to advise the date, time, room of the new booking and the date, time and room of the booking you wish to replace (the two dates must be in the same calendar week)
  • If you do not request the cancellation of the ‘old’ on-going hour, the ‘new’ on-going hour will be treated as a new, rather than amended, booking
  • One-off cancellations and/or changes to the date, time or room of an ongoing booking are not permitted; any one-off changes would constitute a separate, additional booking and will be invoiced accordingly