Research Beehive - Terms and Conditions for use of Seminar Rooms

The following Terms and Conditions has been drawn up to promote effective and considerate use of the facilities within the Research Beehive:


Room booking requests can be made through the web page


  • Bookings ideally would be requested at least 7 days in advance of the event. If you need a room with less than 7 days notice please call the Research Beehive on Tel: 0191 2085220 or 0191 2085988.
  • Cancellations must be notified 7 days before the event, in writing, to ResearchBeehiveBookings@newcastle.ac.uk
  • Once room booking requests are submitted we will endeavor to confirm your booking within 3 working days. This is dependent on the accuracy of information submitted in the booking by the participant. If you do not hear from us or receive a confirmation email from us within this time, there will be no booking in place for you.  It is the responsibility of the participant to contact the Research Beehive.
  • Should you have External Speakers, please read the advice on External Speaker Policy [PDF: 288KB] and complete the External Speakers Risk Assessement.

External Speaker Legislation

  1. Code of Practice for Freedom of Speech [PDF: 353KB]
  2. External Speaker Policy [PDF: 288KB]
  3. External Speaker Risk Assessment [form to be completed]
  4. External Speaker Code of Conduct [PDF: 212 KB]

General Information

  • Users may not install their software or plug-ins on the equipment; organisers are advised to read the Equipment Guidelines for each room before planning their presentation to avoid any technical problems.
  • Please note that NHS encrypted devices such as memory sticks are NOT compatible with our equipment.  Apple devices will need the connection cable to link these to our equipment.
  • Access to the wireless internet is available to external visitors to The University, temporary login vouchers are available from the Research Beehive Reception please request these when making a booking.
  • After your session you are expected to leave the rooms tidy and with the furniture and equipment in its original layout. PCs and Data Projectors should be logged out and catering cleared away.
  • If there are any damages to the Research Beehive you will be expected to pay for repairs. 
  • There are NO photocopying facilities available in the Research Beehive, please prepare all of your paperwork in advance thank you.


  • The event organiser must be aware of the emergency exits and evacuation procedures in the event of a fire. Please report to staff at reception on the day of the event and they will fully brief you.
  • Please make reception aware if your event is being attended by anyone requiring assistance to enter or leave the building.


  • Please report any room, fabric, furniture or equipment defects to reception before leaving the venue.

Food & Drink

  • Food and drink are NOT allowed in the seminar rooms, if any spillages occur during your event which require professional cleaning you will be expected to pay for the cost of cleaning.  Invoices will be sent to the department/school.


Please note that the campus is a smoking free zone except in designated smoking areas.  Please ensure your delegates are made aware of this and refrain from smoking on campus.