Alumni Visitor Centre Regulations

Imperial’s Alumni Engagement team is committed to putting alumni at the heart of its service delivery. We offer alumni a range of services, benefits and programming to support their lifelong connection with Imperial and with the alumni community.  

To benefit from these services, as members of the Imperial community, alumni must behave in a way that is aligned with Imperial’s values, and to abide by the terms and conditions associated with the use of specific services.  

In circumstances where alumni do not adhere to these principles and standards or exhibit inappropriate or unacceptable behaviour, their access to alumni services and benefits may be withdrawn. 

Alumni are defined for this purpose as ‘any individual who has studied a full term at the university, Imperial’s constituent colleges, or any of the colleges with which Imperial subsequently merged.’ Guests of alumni are also covered by this policy. 

• By using the Alumni Visitor Centre, you agree to abide by this policy and the following code of conduct.
• You also acknowledge that this Code of Conduct is subject to review and might be changed without prior notice.
• You accept responsibility for familiarising yourself with, and abiding by, these terms. 

• Eligible users of the Centre are alumni visiting Imperial who do not otherwise have access to alternative space on campus. This refers to alumni who are neither current staff members nor current students. 

• Alumni should bring identification and their CID / alumni membership number with them to help verify their eligibility to access the Centre. 

• Alumni are permitted to occasionally (no more than once a week) bring up to two guests inside the space, or a maximum of five guests into the meeting room. Guests remain the responsibility of the alumnus they are accompanying, and the terms and conditions should be brought to their attention and adhered to. 

• Users are permitted to use the free Wi-Fi via The Cloud or via an 8-hour guest access account, to be utilised within the Centre. Users utilising the ICT facilities in the Centre and accessing Imperial's Wi-Fi must comply with the conditions of use of IT facilities. 

• Opening hours are Monday to Friday, between 9.15 and 16.45, however users are encouraged to begin exiting the Centre from 16.30, as staff require time to tidy and refresh the space before they leave at 17.00. 

• Imperial may at any time, with notice where practicable, close the Centre for any period of time in connection with cleaning, repair or maintenance work or for reasons beyond Imperial’s control. Where advance notification of closure is practicable, such notification will be posted in the Alumni Visitor Centre and on the website. 

• The Centre can be used for business purposes; however, businesses cannot be registered to the address, nor can personal or business correspondence be sent to the Centre. 

• Users are permitted to leave their own luggage through the ‘Left-Luggage’ service. Luggage can only be stored during opening hours and must be collected before closing time. Staff reserve the right to inspect luggage that they may consider as suspicious. Security will be notified of any luggage not collected. 

• Out of hours use of the Centre must only be for alumni-related events and must be pre-authorised by the Alumni Relations team. Out of hours use must finish at 21.30 and the Centre must be empty by 21.45 at the latest. The Centre must be left in a clean and orderly fashion. 

• Users can book the meeting room in advance via alumnicentre@imperial.ac.uk or +44 (0)20 7594 1925. Bookings can be made for a maximum of two hours per user, per week. Please note the meeting room is not available to book on Wednesdays.  

• There is not an official printing service in the Centre, but users are able to make printing requests at the discretion of the Centre staff. 

• Users are expected to respect the Centre as a space for coworking, collaboration and connection with other alumni and their guests and to conduct themselves with consideration to both the Centre staff and other users.  

• Use of all personal electronic devices (including laptops, mobile phones, etc.) must not disturb or be of inconvenience to other users of the Centre.  

• This is a place of work and relaxation, please be mindful of people and your surroundings and keep noise to a minimum.  

• Users must not mark, damage or misuse items belonging to the Centre; this includes all furnishings, fittings and equipment.  

• Imperial cannot take responsibility for the security of personal belongings - users should take care of their possessions at all times. Personal belongings should not be left unattended, unless using the ‘Left-Luggage’ facility. Belongings left unattended in the space or meeting room may be removed and may be destroyed for security reasons if suspicious.  

• Hot and/or smelly food may not be consumed or brought into the Centre. Users doing so will be required to remove such food from the space.  

• The consumption of alcohol is prohibited in the Centre outside of organised events authorised by the Alumni Engagement team. Anyone found consuming alcohol will be asked to remove it from the Centre and may be asked to leave. Users who appear to be intoxicated may be refused admission to the Centre.  

• The Centre does not have a specific dress code policy, however we expect alumni and guests to be mindful of other users within the space and remain fully clothed at all times.  

• If a member of staff believes that an individual using the Centre is not an eligible user, that member of staff may report the individual to the Alumni Engagement team for further investigation and the individual may be asked to leave the Centre.  

• Users of the meeting room must not disturb other users of the Centre. Equipment within the meeting room (e.g. LCD screen, cables etc.) can be used as required but must be returned to its designated place and in the condition it was found.  

• The Centre is a shared space so please be mindful of mess and tidy up after yourself. 

• All users must vacate the Centre promptly at closing time, on hearing the fire alarm, or as requested by a member of staff.  

• Unauthorised promotional material, such as leaflets and posters, will be removed from the Centre. 

• If you are asked to stop any behaviour that makes others uncomfortable, or to leave the Alumni Visitor Centre as a result of your behaviour, you are expected to comply immediately.  

• Anyone identified by Centre or security staff as causing any visitor or staff member any form of harassment, alarm, or distress may be required to leave the university premises.  

• The incident may also result in them being refused entry to the Centre in the future. A temporary or permanent ban will depend upon the significance of distress or inconvenience to staff or other users, and the risk of damage to property. 

• Alumni who have had their services and benefits withdrawn for any reason will not be given access to the Centre.  

• In cases of serious misconduct, staff members, students and other alumni should report the behaviour to the Alumni Engagement team and Security. Complaints will be assessed on an individual basis. 

• The university cannot be held responsible for the Centre or for any facilities at the Centre not being available for any reason.
• The university reserves the right to make alterations to the type of facilities provided or to withdraw the provision of any facilities at the Centre, without notice and at its absolute discretion, and the university shall not be liable for any loss occasioned by such alterations or withdrawal.
• For the avoidance of doubt, nothing in these terms and conditions shall limit the university’s liability for death or personal injury caused by the university's negligence or fraud or fraudulent misrepresentation on the part of the university. 

The Alumni Visitor Centre Regulations work alongside other policy documents including:  

• Provision of Alumni Services, Benefits and Programming (Alumni Code of Conduct)

• Code of conduct for alumni volunteers 
• Code of conduct for alumni events

• Data Protection Guidelines 

• Freedom of Speech   

• Conference Policy  

• Ethics-Code.pdf  
• Student Code of Conduct   
• Advancement Privacy Notice 

For any questions or further information, please contact the Alumni Engagement team at alumni@imperial.ac.uk.