[Committee] Fwd: Preparations for Zero Carbon Society Lecture on Tuesday 23rd, LG18

[Gunnar Möller]

Looks like we got a go-ahead for our mini-reception at 2:45h, though
it comes with the imperative to clear things up before we get into our
talk.

Gunnar

---------- Forwarded message ----------
From: Kirsty Allen <kaa26 at cam.ac.uk>
Date: Oct 22, 2007 11:52 AM
Subject: Re: Preparations for Zero Carbon Society Lecture on Tuesday 23rd,
LG18
To: Gunnar Möller <gm360 at cam.ac.uk>
Cc: Computer Officers <computer.office at law.cam.ac.uk>, Norma Weir <
nmw20 at hermes.cam.ac.uk>

Dear Dr Moller,
It is a great pity that we are discussing these important details at the
last minute.  We are, as you can imagine, a very heavily used facility and
it is very difficult to accommodate everyone's needs at short notice.
Norma has confirmed that you can have a couple of tables at which you can
greet people at the front door of the building.  It will not, however, be
possible for you to hold a reception in the ground floor level of the
atrium because this will block the entrance and interfere with the normal
running of the building.
I am willing to permit you to hold a reception in the lower ground floor
area from 2.45pm - 3.15pm on the following condition: that you use caterers
who will ensure that the area is completely cleared and that all used
crockery and glasses are removed by 4pm at the very latest.  This will
allow the organisers of the other event (who made the booking well in
advance) to set up for their event.
You will need to communicate directly with the computing team about the AV
and recording arrangements.
With best wishes
Kirsty Allen

--On 21 October 2007 19:37 +0100 Gunnar Möller <gm360 at cam.ac.uk> wrote:

> Dear Dr Allen,
>
> Thank you very much for your immediate reply.
> I'm sorry to hear that the Atrium is already reserved
> for the afternoon.
>
> As the lecture theatre LG18 is also reserved for the
> time before our talk, we propose the following:
>
> Could we receive our guests at the entrance and serve
> some refreshments before the talk in the atrium area?
> This would give us time to set up in the lecture theatre
> as the previous group leaves, and we could aim at a
> 3:15 start of our panel discussion. This would replace a
> formal reception after the event.
>
> Could you let us know also at what time the other
> reception you mention is taking place, so that we
> can make sure not to interfere?
>
> Thank you very much for pointing out the user guidelines
> of the lecture theatre.
>
> With kind regards,
>
> Gunnar Moller
>
>
>
> On 10/21/07, Kirsty Allen <kaa26 at cam.ac.uk> wrote:
>
> Dear Dr Moller,
> Thanks for your email.
> 1.  I'm afraid that the atrium is already booked for a reception on 23
> October.  This reception is slightly later than yours - but I'm afraid
> that
> I can't risk any overrun.
> 2.  I am not sure whether Professor Ferran (who is running the other
> public
> event on that day) is planning to have a welcome table at the front door.
> I suspect not - in which case we would be happy to set up a trestle table
> and a couple of chairs at the front door.  I am copying to Norma Weir, who
> will be able to confirm.
> 3.  I am copying to our computing team who will be able to advise you
> about
> the arrangements for the use of IT and AV.  Information about the
> facilities in LG18 is at
> <http://www.computeroffice.law.cam.ac.uk/using_the_facultys_projection_fa
> cilities/the_david_li_kwok_po_lecture_theatre_(lg18).php >
> They will also be able to advise you about when it's possible to do a test
> run.  I should note that the lecture theatre is being used between 1pm and
> 3pm so you won't be able to get in immediately in advance of your event.
> 4.  There is, as I say, another event take place - but that's not til 5pm.
> It will therefore be fine for you to have signs.
> 5.  As I say, the lecture theatre is being used until 3pm.
> 6.  This is not a service which we can provide - except at the most basic
> level.  Certainly you would need to hire an external team to video the
> event - and this is likely to be costly.
> I hope that this is helpful.  My colleagues will be back in touch with you
> in due course about the welcoming table and the audio visual facilities.
> With best wishes
> Kirsty Allen
>
> --On 20 October 2007 14:28 +0100 Gunnar Möller <gm360 at cam.ac.uk> wrote:
>
>> Dear Dr Allen,
>>
>> I had contacted you some time ago for a reservation of a lecture theatre
>> on the coming Tuesday, october 23rd.
>>
>> As the event comes close, I have a few more questions in order to assure
>> a successful organisation:
>>
>> 1) Can we use the downstairs lobby area after the talk for discussion
>> and  to serve refreshments? Is is OK if
>> we serve some juice and crisps, and would there be a possibility to
>> obtain glasses?
>>
>> 2) In order to receive the attendants, we would like to place a
>> welcoming  table near the main entrance, or
>> at the entrance to the lecture theatre. Are there tables available that
>> we could displace accordingly (and
>> rearrange after the talk)? We would like to invite donation to cover our
>> expenses.
>>
>> 3) We will require access to the projector in LG18, if possible. Is the
>> usage of these facilities straightforward,
>> or would you recommend that we try to set up a test run earlier?
>>
>> 4) We would like to set up signs to point to our lecture. Could you let
>> us know if there are other lectures
>> going on in parallel, so that we can assure not to interfere with them?
>>
>> 5) Would it be possible to arrive early, i.e. around 2:30pm, in order to
>> set up the equipment?
>>
>> 6) Are there facilities for recording (audio/video) of our event? If so,
>> how could we make use of them?
>>
>> It would be very helpful if you can assist us with the above questions,
>> or direct us towards the appropriate
>> contact persons.
>>
>> Thank you very much in advance for your help.
>>
>> Yours sincerely,
>>
>> Gunnar Möller
>>
>>
>> =================================================================
>>   Dr Gunnar Möller
>>   Theory of Condensed Matter Group  /  Cambridge Zero Carbon Society
>>   University of Cambridge, Physics Department
>>   JJ Thomson Avenue
>>   CB3 0HE Cambridge
>>   +44 1223 337 005   /   gm360 at cam.ac.uk
>> =================================================================
>
>
>
> Dr Kirsty Allen
> Secretary of the Faculty Board of Law
> Assistant Registrary, Academic Division
> Faculty of Law
> 10 West Road
> Cambridge CB3 9DZ
> Tel/Fax (Direct Dial): 01223 330049
> Tel (Secretary; Ms Julie Boucher): 01223 330038
> Faculty Web Site: http://www.law.cam.ac.uk/
>
> This e-mail (and any files transmitted with it) is strictly confidential
> and intended only for the use of the individual or organisation to whom
> it
> is addressed. It may contain information which is privileged.  If you are
> not the intended recipient, you are notified that any dissemination,
> distribution or copying of this e-mail is strictly prohibited. If you
> have
> received this e-mail in error, please notify the sender and destroy the
> original message.  Thank you.
>
>



Dr Kirsty Allen
Secretary of the Faculty Board of Law
Assistant Registrary, Academic Division
Faculty of Law
10 West Road
Cambridge CB3 9DZ
Tel/Fax (Direct Dial): 01223 330049
Tel (Secretary; Ms Julie Boucher): 01223 330038
Faculty Web Site: http://www.law.cam.ac.uk/

This e-mail (and any files transmitted with it) is strictly confidential
and intended only for the use of the individual or organisation to whom it
is addressed. It may contain information which is privileged.  If you are
not the intended recipient, you are notified that any dissemination,
distribution or copying of this e-mail is strictly prohibited. If you have
received this e-mail in error, please notify the sender and destroy the
original message.  Thank you.
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