Frequently Asked Questions

Frequently Asked Questions (FAQs)

How do I access the site?  

Once your booking has been confirmed, the lead booker will receive a code to gain access to the site. This code will remain the same for the duration of your booking, whether that be an ad-hoc or repeat booking. Where required, a key will also be issued and will be your responsibility to bring this to your session and return to the school as requested.  

What should I do if I have any emergency onsite? 

In the event of an emergency including an accident, maintenance, or code issues, please use the on-call number to speak to a dedicated site team member. This is monitored 24 hours a day, 7 days a week. This will be provided at the start of your hiring, and we recommend you save in your phone contacts for reference.  

What if I forget my key?  

As it is your responsibility to bring the key to your session, if you do not have this, your session will not be able to go ahead and will still be charged.

Do you offer in-house catering? 

Yes, we have a talented team of in-house caterers who can provide everything from working lunches and refreshments for meetings to formal sit-down dinners. We are happy to accommodate bespoke requests and specific dietary requirements. Enquire with what you’re looking for, and we’ll see what we can offer.  

Who is responsible for cleaning?  

Hirers are expected to leave premises in the condition they were found, or a cleaning fee may be charged. The hirer may request a basic cleaning kit to be left to reduce bringing cleaning items onsite.

Can the schools be used as filming locations? 

Yes, our schools offer a diverse range of backdrops- from historic architecture to modern sports facilities- that are available for film, television, and commercial productions. We welcome inquiries for projects of all sizes and can facilitate site visits to help you find the perfect setting. 

To discuss filming at a specific RGS venue, please contact [email protected]. 

Do indoor venue hire rates include labour or staffing? 

Our standard rates are for dry hire only, covering the use of the space itself. Additional costs for labor, such as setup, technical support, or security, are calculated based on your specific event requirements. For a bespoke quote tailored to your needs, please contact the Lettings Team. 

Do venue hire rates include VAT?  

No, all rates are advertised without and are subject to VAT where applicable.

Booking System FAQs

How do I upload documentation to my account?

To upload documents or view existing documents on your account, you will need to head to your account Dashboard. You will find a link to your account dashboard at the top of the website. Once there, you can:

View Existing Documentation

• Click Documents
• • You will now see all uploaded documentation on your account
  • You can sort by the following:
  • • File Name
    • Category
    • Expiry Date
    • Upload Date

Upload New Documentation

• Click Documents
• Click New Document in the top left of the page
• • Click [Choose File] (Mandatory)
  • • The file must either be a PDF, DOC, DOCX or JPG file under 10MB in size
  • Select a document Category from the dropdown (Mandatory)
  • (Optional) Enter a description of the document
  • (Optional) Enter the expiry date of the document
  • • Note: Once Uploaded, you cannot amend the expiry date of your document, if the expiry date is incorrect, please contact the Venue that you hire facilities at, they will be able to update this on your behalf.

Booking Journeys

BookingsPlus offers a variety of Booking Journeys that can be used to hire facilities, the journeys that are available to you are decided by the venue that you hire facilities at.

Booking Requests - 'Book'

This form of booking is a booking request, this will go through to the venue admin and will be reviewed, at this point it will either be Approved or Denied.

Note: To submit a Booking Request, you must submit payment information to the Booking System, your card will not be charged until your Booking Request is reviewed by a Venue Admin, if this payment fails, the admin may either Reject your booking request or raise an invoice due for payment.

You will receive email confirmation once your booking request has been reviewed, and the status will also be shown on the Bookings tab on your Account Dashboard.

Instant Bookings - 'Book Now'

Instant Bookings allow you to check the availability of a bookable space and make payment to immediately confirm a booking in that space.

Enquiries - 'Start Enquiry'

For spaces that do not allow instant bookings or booking requests, you may submit an enquiry to the venue detailing your requirements, the venue will then be able to get back in contact with you and inform you whether a booking can go ahead.

How do I view and confirm my bookings?

To view and confirm your bookings, you will need to head to your account dashboard.

• Click Dashboard
• Click Bookings
• By default, you will see all bookings taking place from today's date onwards, if you would like to view previous bookings, click the X on the date filter that is showing today's date.

How do I view my invoices and credit notes?

To view any of your invoices or credit notes, and make payment for an invoice that has been raised, please follow the steps below:

• Click Dashboard
• Click the Finance tab
• Under the finance tab, you will be able to see all Invoices and Credit Notes on your account, you can filter these invoices by a variety of different filters available on this page.
• Any invoices that are due for payment, will have a [Pay] button, click this button to be taken to view the invoice and make payment via Stripe.

How do I check my Deposit status?

To view/pay for a deposit on your account, you will need to head to your account dashboard and click on the Deposits tab.