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Meeting Rooms

We have meeting/training rooms in Carmarthen, Llanelli, Llandeilo, Ammanford, St Clears, Newcastle Emlyn and Pembrey. Browse through our meeting rooms in each location for further information on capacity and facilities.

How to book a room

Room bookings are managed using Outlook, you can check availability and set up your meeting quickly and easily. All meeting rooms and training rooms have been given their own identity in the Outlook calendar.  To find a meeting room in the Outlook address book, each room is prefixed "Meeting Room" followed by its location and room name.

The only meeting facilities that cannot be booked using this method are the Council Chamber and Democratic Services Committee Room in County Hall, and the Chamber, Committee Room 1 and Committee Room 2, 3 Spilman Street – please book these direct with DSU to ensure that elected members’ needs are given priority.

In addition, elected members will have priority over these rooms and any bookings will be subject to their requirements.  In some buildings where the meeting rooms are provided to others on a commercial basis then commercial bookings will always take priority.

Whenever possible use rooms of a size appropriate for the numbers attending. Please also remember that most rooms have IT connections and some have computer equipment so they can be booked for agile working to avoid travelling back to base when working away from your office.

If you are unsure of how to book a room using Outlook please follow instructions on our step by step guide.

Your responsibility as the Lead Officer for a meeting

You must carry out the following in order to maintain the safety and wellbeing of both staff and visitors to the Council.

  • Where there is no reception facility, all visitors will be greeted by someone from the host service.
  • Visitors are not to be given unaccompanied access to the areas that are protected by access control.
  • * For each meeting or event there will be a person identified to take charge of the attendees in the event of an emergency evacuation.  This person is to be identified in the room's Outlook calendar for that event.
  • You must ensure that the room is left in a clean and tidy manner and that all windows are closed, electrical items turned off, any rubbish is cleared away into the correct bins and that the furniture is returned to its correct position if moved during the meeting.

* The person responsible will make themselves aware of the procedures to be carried out in the event of an emergency evacuation and will act as liaison with the staff on duty that are managing the building evacuation.

Unless informed prior to the start of the meeting/event that a test is to be carried out, the building is to be evacuated if the fire alarm sounds. If you have organised a meeting, it is best practise to go through Health & Safety at the beginning of your meeting. This should include explaining the procedure should the fire alarm sound during your meeting. Please advise your attendees:

  1. How to safely exit the building
  2. Where the assembly point is

You also need to ensure that everyone attending has signed in so we are aware who is in the building.

How to cancel a room

If you need to cancel the meeting please remember to do this through Outlook. This will automatically inform the room's administrator along with all other attendees. This will enable the room to be made available for use by others.

Page updated: 30/07/2020 10:18:29