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Where at the University is my event taking place?
Check with your conference co-ordinator the registration location or meeting place for your event. The University is made up of two principal sites, the Halls of Residence and the city campus which are approximately 2 ½ miles apart. For more details please see Location Information and Guest Information.
Can I arrange signage for my event?
Yes. A ‘Welcome to…..’ sign is situated outside your meeting and registration area. There is space reserved on this sign for you to advertise your conference. Please ensure that your co-ordinator has an A4 copy of your conference title and company logo. You are welcome to place any additional signage on the site with the agreement of your co-ordinator. Can I arrange road signage? Yes. Contact the AA Sign Service on 0800 731 7003 or RAC Sign Service on 0845 610 6466 if you would like your event to be signed on local roads. This usually incurs an additional charge and is payable directly to the provider in accordance with their contract and terms.
Where is the nearest cash point?
City campus – There is a cash point on site at the side of the Charles Wilson Building
Oadby site - Asda Superstore, 10/15 minutes walk and Oadby Town Centre, 15/20 minutes walk
Is there a shop on site?
City campus – Facilities on the city campus site include: several catering outlets (see Catering – City Campus), bookshop, print shop and a general shop.
Oadby site - No, although various toiletry items/sundries can be purchased from the Hall Manager’s office. There are also vending machines in each social area.
What facilities are included in delegates bedrooms?
All bedrooms provide comfortable single accommodation, with writing desk, desk lamp, telephone, internet point, bath and hand towels, a welcome toiletries pack, along with tea and coffee making facilities. A welcome leaflet is also provided detailing emergency contact numbers and useful information. These inclusions may vary depending on the package that you have chosen. Please check your booking form or contact your conference co-ordinator for details. Please note that electrical sockets within rooms are 2amp fused and are not suitable for power equipment.
When can delegates collect their room keys?
Residential guest room keys will be issued from 1400hrs on the day of arrival. Delegates should keep their keys with them for the remainder of their stay. All bedrooms should be vacated by 0930hrs on the day of departure. Key deposit - A deposit is not taken for keys, however any losses will be charged at £20 - £50, (depending on residence), to the final invoice.
Can delegates arrive for accommodation prior to the start of the event?
Yes. Subject to availability, bookings can be made for early arrivals and late departures. Please check with your co-ordinator first before advertising to your delegates
Can I hold a drinks reception?
Yes. There are several great locations both at the city campus and the Oadby Halls of Residence. The halls offer the perfect environment for a drinks reception, with ample landscaped gardens to choose from as your venue, weather permitting! Perhaps this is something that sponsors of your event would like to organise. Prices range from £2.75 per person inclusive of canapés. Please contact your co-ordinator to arrange the venue and timings.
Are there bar facilities on site?
Yes. For groups of 50+ a standard bar is available and you can discuss times with your co-ordinator, prior to the start of your event. For groups with less than 50 residents you may be asked to authorise a minimum spend or nominal opening cost. Please note that we reserve the right to close the bar earlier if there is insufficient demand.
Can we have an account bar?
Yes. Please arrange with your co-ordinator prior to arrival.
What can I do for our conference dinner?
Menus included within the 24 hour and day delegate packages are chef’s selection on the day. You may decide to choose one of our conference dinner menus where you select your preferred menu and tables are dressed accordingly. A supplement is applicable. For further details please see Catering – Meetings and Conferences
Can we have a themed evening?
Yes. Themed evenings can be arranged, to include authentic dishes, entertainment and decorations of your chosen theme. Please contact your co-ordinator for further information and ideas. A supplement is applicable depending on the theme. For further details please see Additional Facilities and Services – Entertainment and Hospitality Packages
What about Discos and evening entertainment?
These can be easily arranged – please see Additional Facilities and Services – Entertainment and Hospitality Packages
Can the University cater for food allergies?
Yes. We are happy to accommodate delegate’s specific requirements and ask that all information is provided at least 10 working days prior to your event. Please advise delegates with specific food allergies or special diets to make themselves known to the dining room staff at each meal. Our chefs will do their utmost to meet your requests, although this cannot always be guaranteed.
Does my group have sole occupancy of the dining room?
This is dependant upon a number of factors, please contact your co-ordinator to discuss this further as various options are available. What times are meals served? Our standard timings are as follows, however we are flexible with timings to fit with your programme: - Breakfast 0800-0900hrs Lunch 1230-1400hrs Dinner 1800-1930hrs
What audio visual equipment is included in the standard conference package?
Plenary Meeting Room includes data projector, OHP (available on request), slide projector (available on request) screen, delegate pads and pencils or pens. For the main conference speaker a PA system is also available free of charge, however our meeting room equipment varies so please contact your co-ordinator to arrange a PA system if one is required. Seminar Rooms include flipchart, delegate pads and pencils or pens. If you have not opted for the standard package please check with your co-ordinator. Additional equipment is available and will incur additional hire charges.
Is there a telephone I can use on site?
Yes. Telephones are located within each bedroom with a pay-as-you-go service. In order to use this service guests can purchase a phone card on arrival from the manager’s office or from bar staff and the night porter. A telephone will be provided on your registration desk so that you can dial internally and contact your designated manager with ease. Regrettably at present the cost of phone cards cannot be added to the final invoice.
Is there a fax I can use on site?
Yes. Each hall in Oadby has a fax machine and at various locations at the city campus which can be used for a reasonable charge. Alternatively an office can be provided for your event, where a fax machine and telephone can be arranged for your use. Calls will be charged as used.
Is there a photocopier on site?
Yes. A photocopier is available at each hall in Oadby and at various locations at the city campus. Copies are charged at 10p per copy. In certain areas a photocopier can be provided in your organiser’s office, copies in this case are charged at 5p each.
Are there internet facilities on site?
Yes. A wireless internet facility is available at the Halls of Residence within most public areas. Your will need to provide your own compatible laptops in order to access this facility. No charges apply. A free internet connection* is available in all bedrooms using the port next to the telephone. A network cable is required. Wi-Fi is available in most public areas within the Oadby site. *Please check with your conference co-ordinator on availability if staying at Opal Court Computer suites can be hired in certain areas, please contact your co-ordinator for further information.
How do I ensure that the meeting rooms meet my requirements?
At the early stages of your booking, our co-ordinators will make detailed notes of your requirements and recommend the facilities that will most suit your needs. You will be invited to view the rooms as proposed. We advise all organisers to view the facilities again prior to the start of your event and suggest you advise your coordinator of room layouts required as soon as possible to avoid disappointment. This will ensure that rooms are prepared in advance of your arrival. On the day of your event, you will meet with the Designated Manager to double check all of the arrangements. This will include a viewing of your event rooms to ensure you are happy with the layout. Your co-ordinator is on hand to discuss the options available.
Is car parking available on site?
Please see the Location Maps for Further Information
Who is my contact during my event?
Prior to your arrival you will be allocated a designated manager for the duration of your event. Your co-ordinator will contact you to arrange a time on your date of arrival for you to meet with the designated manager to go through the arrangements which will ensure that your event runs smoothly. At this meeting, you will also arrange a time to meet the Designated Manager at the end of the event.
What happens at the end of my event?
The post event meeting with your Designated Manager (see above) , is to review the event and for you to check and sign the final booking charges, as these will form the basis for your final invoice. Any queries regarding the charges should be raised at this point.
Is there a 24 hour reception?
Yes. Registration points are available during the day and a member of staff is on duty throughout the night. A contact number will be provided on arrival and is included within the guest information leaflet located in each bedroom.
Are porters on hand to provide assistance with luggage and car parking?
Yes. This service can be provided and arrangements for porters should be discussed with your coordinator in advance of your event. Additional charges may apply for luggage porterage.
Do I require event insurance?
Yes. Before commencement of the event, the organisation shall have obtained the appropriate and adequate insurance in respect of: 1. Claims against loss or damage to the University premises, where such is caused as a result of actions of the organisation or members of its party. 2. Loss, damage or bodily injury to members of the party or others authorised by them or any member of the University staff or any other third party on the University premises. Please contact your co-ordinator who can arrange for information to be forwarded. These details are noted on your ‘Conditions of Reservation’.
When will I receive my final invoice?
Your invoice will be sent within 5 working days following commencement of your event.
Is there any information that my exhibitors should be aware of?
Please advise exhibitors of access, set up and breakdown times as agreed with your co-ordinator. Exhibitors will be charged as full paying delegates, which includes the provision of a table and chair, power point, refreshments and lunch. Delivery and collection times for couriers must also be agreed in advance with your co-ordinator.
What happens if someone takes ill during our event?
The student health centre is located close to the City Campus. Contact details can be provided on arrival. The University does have trained first aiders at both sites.
What is the smoking policy?
The University fully complies with the government no smoking legislation which came into force on 1st July 2007. Smoking is therefore not permitted within in any public building. There are certain designated outdoor smoking areas and some of the bedrooms have been allocated as rooms for smokers. Please check with your co-ordinator for further details.
