bookingarrangementsforconferencesmeetings and summer

7/28/2019 BookingarrangementsforConferencesmeetings and Summer

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Booking arrangem ents for Conferences,M eetings and Sum m er Schools, etc.

Com m ercial Services Office Team :Assistant Director – Com m ercial Services: N igel M onks – extension 8234

Com m ercial Services M anager : N iall Jones – extension 8429

Sales M anager : M argaret W hitm arsh – extension 8334

Com m ercial Services Office M anager : Lesley Gosden – extension 6116

(email: conference@ reading.ac.uk)Sales and M arketing Assistant: Tracy Green – extension 6366

Com m ercial Services Office Assistant: Clare Lockett – extension 8427

Our experienced team is here to help. They are skilled at dealingw ith events large and sm all. If you are thinking of organising a conference, m eeting, exhibition or social function and w ouldlike advice call the Com m ercial Services Office as soon aspossible. Early notification and booking can often prevent

disappointment and problem s at a later date.

Facilities: The University is fortunate to be able to offer a w ide variety ofresidential, m eeting and catering services that allow s us to puttogether a package to suit m ost budgets.

All Year Round: Black H orse House offers good hotel standard accom m odation.It is an ideal venue for sm all executive conferences and trainingservices, offering 36 bedroom s. It has its ow n suite of m eetingrooms and a large range of AV resources.

D uring the Vacations: The Com m ercial Services Office is responsible for the booking ofall residential and non-residential conferences and m eetingsduring the Sum m er, Easter and Christm as vacations.

Dates of the vacations do vary each year and som e time must beleft at the beginning and end of each vacation to allow staff toprepare the facilities for the next user groups. It is veryimportant to consult the Com m ercial Services Officebefore fixing the date of your meeting.

Residential Accom m odation: There are ten H alls of residence w ithin w alking distance of theW hiteknights Cam pus. They each have their ow n character andoffer a variety of purpose built accom m odation:–



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• Ensuite Rooms w ith private show er and toilet

• Standard Rooms w ith shared bathroom facilities

• Budget Accom m odation w ith shared bathroom facilities

Facilities w ithin each Bar H all include: TV Lounge

Com m on RoomCentral H eatingLaunderettesPublic TelephonesDining RoomIn addition some Halls have their ow n tennis courts and snooker room s. M ost H alls have their ow n parking.

Catering: A range of quality catering is available either in H alls or via Central Catering Services. W hether you require a sim ple buffetor a sum ptuous conference dinner our talented staff w ill be ableto provide a service to m eet your needs.

M eeting Room s and M any of the University's teaching buildings at W hiteknights andAudio Visual Equipm ent: Bulm ershe Court are available for conferences, m eetings and

exhibitions. The variety of facilities available reflect the needs ofany m odern University – tiered lecture theatres w ith capacitiesup to 400, seminar room s w ith capacities from 12 to 120.Larger groups m ay w ish to consider using the Hexagon Theatrein Reading w hich accomm odates over 1000. It m ay be possibleto create modern tented accom m odation to m eet the needs oflarger conferences.

A full range of audio visual equipm ent, backed by professionaltechnicians w ill help to ensure the success of your event.Specialist advice is alw ays available.

Sports: The modern indoor and outdoor sports facilities are available for hire. Specialist equipm ent and expert staff can all be obtained tom eet your needs.

View ing the Facilities: The Com m ercial Services Office staff are alw ays happy to showclients around the cam pus. H ow ever, due to our very busyprogram m e w e advise you to book in advance so that w e cancheck that the facilities you w ish to view are available.

Charges: Our charges are very com petitive. W e pride ourselves on beingable to put together tailor made packages that suit individualcustom er needs.

H ow to Book : Contact the Com m ercial Services Office. After discussing your

needs w e w ill be able to advise you on the availability offacilities and the estim ated costs.



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Should you w ish to confirm the booking a 10% deposit ispayable (20% if the event is w ithin 6 m onths of booking). Bothinternal and external organisers are required to pay a depositbefore a booking can be confirm ed.

Six m onths before the event the organiser is asked to confirmthe num bers expected. A shortfall charge is m ade if the

attendance fails below the confirm ed num bers.

W hen to Book: " Prior Planning PrecludesPretty Poor Performance."

It's never too early. M any organisers book their events years inadvance. The m ore notice you can give the m ore opportunitythere is to put together the package that best suits your needsand budget.

W ho to Contact: One of the Com m ercial Services Office Team .

Please Note – All bookings must be made via the Comm ercialServices Office and not w ith the individual service providers.

M ore inform ation: For a brochure of further inform ation either call us on 0118 3788427 or email conference@ rdg.ac.uk



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bookingarrangementsforconferencesmeetings and summer

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