Mansefield Building

• When can I book?

  Worship and Faith Events
  Worship and Faith Events are given the highest priority for booking.

  • Faith societies can submit booking requests for both semester of the forthcoming academic year starting in June.

  Social Events
  Social events organised by both Faith societies and Value and Culture societies.

  • Faith societies can submit booking requests for both semesters of the forthcoming academic year, in June.
  • Value and Culture societies can submit booking request for each semester as follows;
    Martinmas Semester: Reservations requests can be submitted from August.
    Candlemas Semester: Reservations requests can be submitted from December.

  Other Bookings
  All other bookings are accepted on a week-by-week basis and can be submitted up to ten days before the event date.

• Booking Process

  Prior to making a Booking: All committee members and event organisers must review the building rules and guidelines outlined below. They are responsible for ensuring full compliance, and will be held accountable for any violations.

  When making a booking at the Chaplaincy or on its grounds, societies and organisers are deemed to accept the Chaplaincy ethos described above.

  Attendance at an in-person Personal Emergency Evacuation Plan (PEEP) and Building Rules meeting is now mandatory for key event organisers—including the society President, Vice-President, designated event organisers, and any other relevant committee members.

  Booking Process: To submit a booking request, please complete a booking request form
  
  Event Cancellations:  Please note, we reserve the right to cancel any social event booking if the reserved space is subsequently needed for a worship event.

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  Priority Allocation and Event Bookings

  Worship and Faith Events: Worship and Faith Events are given the highest priority for booking.
  
  Social Events: Social events organised by both Faith societies and Value and Culture societies.

  Other Bookings: All other bookings are accepted on a week-by-week basis and can be booking up to ten days before the event date.

• Communal cooking facilities

  The Chaplaincy kitchen is part of the University's communal cooking facilities. It allows groups of students to:

  • come together when cooking
  • batch cook food
  • learn new skills
  • enjoy eating with others.

  The kitchen is available to book, up to ten days in advance, from Monday to Friday, 9am to 5pm, subject to availability.

  Please email chaplaincy@st-andrews.ac.uk with:

  • your details
  • your preferred date and time
  • the number of people attending, including names and contact emails.

  All building users must be aware of the ethos of the Chaplaincy. They must also follow the building's rules and guidelines.

• Bookable Spaces

  Booking Information

  • Bookings are accepted between 8 am - 10 pm only
  • The building must be vacated by 10:30 pm.

  Room Capacities

  Lounge Capacity: 

  • Seating available for up to 20 people
  • Recommended maximum for seated meal events: 14 guests

  Lochnagar Capacity: 
  

  • Seating available for up to 40 people

  Kitchen Capacity:  

  • Seating available for up to 6 people: 6 people maximum for all food preparation events
  • Must be booked alongside the Lounge or Lochnagar room(s) for all food-related events

  Outside Spaces

  The front lawn and entrance area is NOT available for bookings and must be kept clear at all times.
  
  Chaplaincy Rear Garden:

  • The rear garden is a bookable space and must be reserved alongside the Lounge or Lochnagar room(s) for access.

  Parking Bay:

  • The parking bay is available Monday to Friday, between 9 am and 5 am, subject to availability and the nature of the event.  All stalls must be fully contained within designated parking bay to prevent obstruction or congestion in public path.

    Due to safety protocols requiring coordination with Security and Response, the bay is not available for evening or weekend use except in exceptional circumstances. If you believe your situation qualifies, please contact our office to discuss.

    Any such request will be reviewed in consultation with Security and Response and may require completion of a Risk Assessment Form.

• Invited Speaker Events

  If you plan to invite an external speaker to participate in your event, please follow the mandatory steps outlined below.  This is in line with the University External Speaker and Event Protocal.

  Seek Approval:  Obtain written approval from the Chaplain, at least 4 weeks before the event. This request must be submitted through the chaplaincy office.  Bookings will not be confirmed until approval has been provided.

  Please provide the following information

  Speaker Details

  • Provide the name(s) of the speaker(s) you wish to invite.
  • Include contact details (such as email addresses or phone numbers) for the speaker(s).

  Organisation Links

  • Share any relevant webpages associated with the organisation to which the speaker(s) belong.
  • Provide links to any social media channels where the speaker(s) regularly publish content.

  Talk/Discussion Details

  • Describe the proposed topic of the talk or discussion.
  • Include any other required information that will help us evaluate the suitability of the speaker(s) for your event.

  Once we have all the necessary details, they request will be reviewed and confirm approval accordingly.

• Conduct and Behaviour

  We prioritise respect for all individuals and groups. No one should feel obligated to participate in any group activity.

  Quiet Reflection Space:  The Chaplaincy serves as a space for quiet reflection and contemplation. Therefore, playing music at events is discouraged to avoid disturbing other users who may be praying, meditating, or seeking counselling. If you wish to play quiet music, please discuss it with the Chaplaincy office.

  Prohibited Activities:  The following activities are strictly prohibited within the building:

  • Smoking (including shisha or hookah smoking)
  • Any form of pornography or nudity
  • Gambling or games of chance

  Alcohol Consumption:  Alcohol consumption is generally not permitted in the building, except for religious reasons. Prior permission must be sought from the Chaplain, Revd Dr Donald MacEwan.

  Collecting Money:  If your event involves collecting money, please notify the Chaplaincy office at the time of booking. Be sure to specify both the intended amount and the purpose of the collection.  Please note:

  • The sale of items, whether for profit or charitable purposes, is not permitted within Chaplaincy spaces.

  • Donations, however, may be accepted—provided this has been discussed and approved by the Chaplaincy office in advance.

  • Individuals must be free to contribute voluntary, unspecified amounts, without obligation or fixed pricing.

• Donation Fundraising Events/Stalls

  All items offered for donation must not be presented in a way that implies they are for sale—no items should be priced.  

  Individuals must feel free to donate an unspecified amount.

  It is helpful to display a sign stating We are raising donations for [details of cause], and that all donations collected will be directed to [name of charity].
  
  Please refer to the Bookable Rooms section to check booking conditions of the Parking Bay for outside stall events.
  

• Waste and Recycling

  Lochnagar, Lounge and Kitchen Bins

  • After using the Lochnagar, Lounge and Kitchen facilities, it is the responsibility of the society (room users) to empty the bins.
  • Take the waste to the external bins located at the rear of the building.
    Spare bin bags will be placed at the bottom of the bins in the Lounge and Lochnagar and beside the bin in the Kitchen.
  • Always ensure a new bag is in place before reusing.
  • Additional, spare bags are available under the kitchen sink or from the chaplaincy office.

  Bin Locations

  • General waste bins are situated at the front of the car park behind the chaplaincy.
  • Plastic/paper/cardboard bins are located at the rear of the car park.
  • Food waste bins will be provided soon, but for now, please dispose of food waste in the general waste bins.

  Environmental Responsibility

  • Please continue to contribute to environmental conservation by disposing of plastic, paper, and cardboard waste responsibly.
  • Small quantities of these items can be placed in the multi-use corridor bins.

  Centralised Multi-Waste Bin System

  • The centralised multi-waste bin system on the ground floor (outside the Lounge) and the first-floor landing is intended for day-to-day waste disposal only.
  • Avoid using it for waste from large events.

  Specific Disposal

  For items like pizza boxes, chip shop boxes, and curries, please use the bins located at the rear of the building.

• Furniture

  Indoor furniture must remain in its designated location and should not be:

  • Moved between rooms
  • Used outdoors
  • Stored in corridors to create additional space

  Outdoor furniture is available upon request for events held in the garden or parking bay.

  Lounge
  

  Tables: Place tables upright against the wall between the window and the entrance door.  Do not position tables at the far end of the room, as this may block the Fire Exit.
  Chairs: Stack chairs neatly, two high, along the walls.
  Couches: Couches must remain in their designated location at the rear of the room near the Fire Exit. Please avoid moving them.

  Lochnagar

  Tables: Place tables upright against the wall next to the front window, behind the screen.
  Chairs: Stack chairs neatly, no more than four high, on the opposite side, behind the screen.

  At the end of your event, please ensure the lounge and Lochnagar is clean and tidy, with furniture returned to its correct position.

• Video/Audio Visual

  The Chaplaincy does not hold a ‘Film Copyright License’. Consequently, screening films at events is not permitted unless you have obtained necessary permissions from the film maker. Evidence of these permissions must be provided.

  Streaming Platforms: Streaming platforms like YouTube and Amazon have content intended for personal, non-commercial use only.  Therefore, permission to show streamed films or documentaries is not allowed.

  Equipment: Please be aware that we do not have in-house equipment for showing films or slide shows. If you bring external equipment into the building, it must be PAT tested.

• Food Events

  The Chaplaincy kitchen is strictly reserved for food preparation related to events held on Chaplaincy premises. Please observe the following guidelines:

  • Food Preparation: All food served during Chaplaincy events must be prepared on-site, within the Chaplaincy kitchen. Please follow the Food Handling and Storage Guidelines outlined on this webpage.
  • Potluck: Potluck-style gatherings—where food is prepared at home for shared group consumption—are not permitted due to food hygiene regulations.
  • Approved Food Sources Food purchased from licensed providers—such as central catering services, supermarkets, or restaurants—is permitted.
  • Bake Sale Regulations Contributions for bake sale items must be voluntary. You may not assign a fixed price to any item. Please note that selling food products requires a license issued by Fife Council.

• Barbecue Events

  Societies may hold barbecue events in the rear garden with prior permission.  The following guidelines must be strictly adhered to and read in full before submitting a booking request along with your completed Risk Assessment Form. 

  1. Safety Compliance: In line with University Health and Safety policies, you must submit a Risk Assessment Form. Hazards should be rated in order of significance, such as fire, burns, slips, trips, falls, food preparation and storage should be addressed. Guidance on many of these are addressed below.
  2. To comply with Risk Assessment requirements it is mandatory that a qualified First Aider be present for the entire duration of the event. Evidence of their qualification must be provided with your Risk Assessment Form.
  3. Application Deadline: Applications must be submitted no less than three weeks before the planned event to allow sufficient time for review and approval.
  4. Booking: The kitchen and both downstairs rooms (Lounge and Lochnagar), and the garden must all be available and booked together for such events.

  Barbecue Equipment

  The Chaplaincy does not supply barbecue equipment. Societies may bring disposable barbecue packs and must dispose of them appropriately at the end of the event in line with the guidelines provided. Use only disposable barbecue equipment on a non-combustible surface, such as concrete. Barbecues are NOT permitted on the grass or garden metal tables. 

  Fire and General Safety 

  To ensure the safety of those running and attending the event, please adhere to the following:

  • Check the wind direction and other weather conditions before you start. Consider the location of the barbecue, ensuring it is at a safe distance from the shed, trees, and shrubs that may catch fire.
  • Ensure the barbecue packs are kept on the concrete surface, not on the grass or furniture.
  • Never leave the barbecue unattended.
  • Keep a bucket of water or sand nearby for emergencies.
  • Do not use petrol or other highly volatile fuels to light charcoal, as there is a high risk of injury. Solid firelighters are a safer alternative and should be used instead, only on cold coals.
  • Ensure the barbecue is cool before disposal.
  • Remove all waste from the garden, using the metal bins at the rear of the Chaplaincy (in the car park) for disposal. Ensure all charcoal and disposable barbecue equipment is cold, using water where necessary.
  • Provide a qualified First Aider at the event – evidence must be provided.

  Emergency Contacts

  In the event of an emergency, please contact emergency services at 999 and the University Security and Response team at 01334 468999. If the event is happening during office hours, please alert a member of staff in the building.  

  Food Safety Guidelines for Barbecue Events

  Food safety is a significant risk to control when using a barbecue. Preventing cross-contamination and following good personal hygiene measures are essential to ensure the food provided is safe to eat. Please read these guidelines in conjunction with the ‘Food Handling Safety Information’ on the Chaplaincy building rules and information webpage here.
  
  Cleaning

  • Wash hands thoroughly with soap and hot water before and after cooking and eating, especially if you have been handling raw meat or firelighters.
  • Keep work surfaces, chopping boards, serving dishes, and other utensils clean. Do not mix utensils used to prepare raw and ready-to-eat dishes. For example, use separate chopping boards for raw meat and vegetables or fruit, and wash the board between uses.

  Storage of Food

  • Keep meat, fish, and dairy items in the fridge (at 5°C or less) until it's time to cook on the barbecue.
  • Keep items such as salads, dips, desserts, cooked rice, and meats cool to prevent food poisoning.
  • Ensure that food is within the date code on the packaging.

  Preparation and Cooking

  • Never wash raw chicken or any other meat, as washing raw meat risks splashing germs onto your hands, utensils, around the sink, and worktops.
  • Red meat such as steaks can be served pink, rare, or bloody and pose no risk to health.
  • The best time to cook on the barbecue is when the charcoal is glowing with a powdery grey surface. If the barbecue temperature is too hot, meat will likely burn on the outside but remain raw in the centre. Charred on the outside doesn't always mean cooked on the inside.
  • Consider cooking chicken and pork in the oven first, then giving it a final finish on your barbecue. This ensures the meat is cooked all the way through and speeds up serving time if you're expecting lots of people.
  • Marinades are a popular way to flavour food at a barbecue. Do not reuse a sauce or marinade that has already been put on raw meat with cooked or ready-to-eat food. Avoid dripping meat and fish juices from raw food onto ready-to-eat food.
  • It is important to cook food at the right temperature and for the correct length of time to kill any harmful bacteria.
  • Other meats, like chicken and pork, as well as minced meat products such as burgers, kebabs, and sausages, should not be served pink or rare.
  • Turn your meat regularly on the grill and move it around to make sure it’s evenly cooked on all sides. Keep raw meat away from cooked meat on the grill.
  • Before serving meat that you have cooked on the barbecue, always check that:
    • The meat is steaming hot throughout.
    • There is no pink meat visible when you cut into the thickest part.
    • Meat juices run clear.

  
  
  
  

   

• Safety and Security Information

  Personal Emergency Evacuation (PEEP) Meeting

  • All new society users and building visitors must arrange a Personal Emergency Evacuation (PEEP) meeting with the Safety Coordinator before any bookings can be made.

  Smoking Policy

  • Shisha, hookah smoking, and all other forms of smoking are strictly prohibited within both the building and the garden at the Chaplaincy.

  Candles and Incense

  • Candles and Incense are not permitted.
  • We recommend using LED candles as an alternative.

  Decorations

  • In accordance with the University Fire Safety policy, flammable paper and material decorations are not allowed unless they have been treated with fire retardant.
  • If you have exceptional requests please discuss with the chaplaincy safety coordinator, Tracy Niven.

  Electrical devices powered by mains electricity may not be used in the Chaplaincy unless they have been PAT tested by the University. We kindly request that you do not bring any equipment from home or halls into the building. The only acceptable electrical devices are those already belonging to the building.

  Emergency procedures are on display on notice boards throughout the buildings (notices coloured blue and marked ‘Fire Action’)

  Fire Alarm

  • Fire evacuation notices are displayed on each floor of the building. You must familiarise yourself with the nearest exit route before and event takes place.
  • When the fire alarm sounds, immediately evacuate the building.
  • Proceed to the Fire Assembly Point located at the Student Union car park, or as close as possible in a safe position on the pavement.
  • During working hours, a Chaplaincy staff member will act as a Fire Marshal and provide guidance.
  • At all other times, ensure that everyone leaves the building promptly.
  • In case of an emergency, call the university Security and Response team at 01334 (46)8999—DO NOT call 999.

  Protected Fire Escape Routes:

  Equipped with fire check doors:

  • Two on the ground floor separate the kitchen from the main staircase.
  • Two on the first floor separate each part of the building from the protected escape route.
  • Two additional doors lead to the main reception and chaplain’s office.
  • Corridors and all exits must remain unobstructed at all times.

  Fire Doors

  • Do not wedge open any fire doors or main entrance/exit doors under any circumstances.
  • Wedging open fire doors is illegal and jeopardizes lives.
  • Fire doors are designed to prevent fire and smoke spread, ensuring safe evacuation and protecting the building.
    • Lochnagar has an electric mechanism to switch the door from closed to open temporarily for event entry. Please close the door as the event proceeds.

  Windows and Doors Protocol

  • Closing Windows and Doors: After any event, it is crucial to close all windows and doors. This helps maintain security and prevents unauthorized access.
  • Main Exit Closure: As you exit the building, ensure that the main exit door is securely closed behind you. This step is essential for safety and to prevent any potential security breaches.
  • Electric Door Mechanism Failure: In the rare event that the electric mechanism fails to close a door and it remains open, promptly notify the university Security and Response team at 01334 (46)8999. They will address the issue promptly.

  Security Concerns: If you have concerns about non-University members entering the building or suspect misuse by anyone, please contact the University Security and Response Team. Internal 8999 or 01334 468999. 

• Kitchen Use and Information

  Fridges

  • There is a small fridge in the kitchen for use during a booked event. ALL FOOD, including milk, butter, cooking oil, salt etc., must be taken away. We reserve the right to dispose of any food left in this fridge, due to health and safety regulations.
  • All other fridges in the kitchen marked 'private' are for use by those societies only.

   KEEP IT CLEAN AND TIDY

  • No food, drink or other supplies must be left on the kitchen counter tops, on top of the cupboards or in the general fridge after an event. You must bring all necessary supplies at the start of the event and take away to dispose of at the end.
  • Waste disposal - please refer to the 'waste and recycling' section above.
    
  • Dishes must be washed, dried, and put away and the sink area and all surfaces, including the kitchen table, left clean after EVERY meal/use. 
  • The cooker including the oven (if used) must be cleaned and all surfaces wiped and sanitised. The cooker and fan must be switched off. Please use only the specially supplied pots and pans provided.
  • Chopping boards: separate chopping boards have been provided for raw meat, vegetables, and ready-to-eat foods. You must wash the chopping boards thoroughly with hot water and washing-up liquid after each use.
  • Tea towels & dish cloths: these should be deposited in the washing bin provided after each use. Do not use tea towels to wipe hands please only use the disposable handtowels provided – thus eliminating the possibility of cross contamination of bacteria being spread to plates.
  • Kitchen floor and carpets must always be left clean - sweep up all food. A brush and mop are provided in the kitchen and hoover is stored in the disabled toilet.
  • Food processor/blender: please take care when using and cleaning the processor. An instruction folder has been placed in the kitchen to give guidelines on its use and cleaning.
  • Under no circumstances should the top of the kitchen cupboards or fridges be used to store addition items of food or boxes - we reserve the right to remove and dispose of anything left in these locations.

• Food Handling and Storage Guidelines

  Storage of Purchased Foods:

  • All purchased raw or pre-cooked chilled foods must be stored in refrigerated conditions at 5°C or lower.
  • Consume these foods by the “use by” or “best before” date indicated on the packaging.

    Defrosting:

  • Freezing prevents bacterial growth, but as food thaws, bacteria can multiply.
  • Thoroughly defrost frozen foods before cooking, unless packaging directions state otherwise (e.g., for frozen vegetables or cook-freeze products).
  • Gradual defrosting under temperature-controlled conditions (typically in a refrigerator) is the safest method. Be cautious with defrosting liquids to prevent contamination.

    Raw Materials and Ingredients:

  • Ensure raw materials meet specific criteria:
    • Freshness: Ingredients should be fresh and free from spoilage.
    • Proper Packaging: Ingredients should be appropriately sealed or packaged.
    • Correct Temperature: Store ingredients at the right temperature.
    • No Physical Contamination: Inspect ingredients for signs of damage or physical contamination.

  Factors in Food Preparation:

  • Time, Temperature, and Moisture:
    • These are essential factors during food preparation.
    • In favorable conditions, food poisoning bacteria can double in number every 10 to 20 minutes.
    • The Danger Zone:
      • The temperature range between 8°C and 63°C is considered the danger zone.
      • Cross-contamination of foods must be carefully considered during this stage.
      • Cross-contamination can occur from other food products and direct sources (such as insects, knives, chopping boards, and hands).

  • Handwashing:

    • Use the dedicated handwashing sink exclusively for handwashing (not for food cleaning/preparation or dishwashing).
    • Proper handwashing is crucial for all food handlers in a kitchen.