EVENT ORGANISERS’ MANUAL A COMPLETE VENUE ... - 99 City …

CONFERENCES, MEETINGS AND EVENTS

A COMPLETE VENUE GUIDE FOR EVENT ORGANISERS & EXHIBITORS

EVENT ORGANISERS’ MANUAL

99 CITY ROAD CONFERENCE CENTRE A COMPLETE VENUE GUIDE FOR EVENT ORGANISERS & EXHIBITORS 2

This booklet will provide you with valuable information about our venue and will hopefully answer some of your initial questions. Your dedicated Events Coordinator will be in contact with you approximately one month prior to the commencement of your event.

However, if you would like to contact us earlier please call the our Events Team on + 44 (0)207 728 1106.

CONTENTS

1. Floor Plans, Room Dimensions and Capacities2. Location and Journey Planning3. Parking and Access4. Venue Documents / Organising Your Event5. Venue Branding6. Exhibitor Delivery and Collection Information7. Further Exhibitor Information8. Health and Safety9. Preferred and Recommended Suppliers10. Editable Delivery / Collection Labels and Forms


ALEXANDER GRAHAM BELL

CONSTELLATION

ISAACNEWTON

COPERNICUS

MARCONIAPOLLO

GALILEO

LOUNGE

LIFTS

DOPPLER

JANSKY

RECEPTION

LIFTS

SIDE ENTRANCE & TAXIS

MAIN ENTRANCE

GOODS ENTRANCE

COWPER STREET

OLD STREET ROUNDABOUT

OLD STREET

FLOOR PLANS


ROOM DIMENSIONS CAPACITIES

Constellation 22.10 x 12.95 (286m2)Boardroom 72Theatre 300U- Shaped tables 60

Classrooms 150Cabaret (15 x 8) 120U-shaped Chairs 70

Lounge 300m2 Reception 150

Lounge Part Extended 450 m2 Reception 300

Lounge Extended 373m2 Reception 300

Halley 18.59 x 8.00m (148m2)

Boardroom 58Theatre 110U-shaped tables 35Classroom 36

Cabaret (9x7) 63Pods (8x7) 56U-shaped chairs 45Reception 80

Marconi 11.83 x 6.53m (77m2)



Apollo 12.06 x 7.97 (96m2)



Galaxy 24.10 x 5.70 (137m2)Boardroom 60Theatre 68U-shaped tables 57

Classroom 72Cabaret (12x8) 96Reception 120

Alexander Graham Bell 12.00 x 7.00m (84m2)



Alexander Graham Bell Extended

17.80 x 5.70m (101m2)Boardroom 48Theatre 136U-shaped tables 45


Isaac Newton 9.79 x 6.01m (58m2)



Copernicus 10.60 x 6.10m (54m2)



Copernicus Extended 12.30 x 5.70m (70m2)Boardroom 42Theatre 88U-shaped tables 39


Gallieo 5.70 x 4.30m (24.5m2) Boardroom 12

Doppler 5.90 x 3.26m (19m2) Boardroom 10

Jansky 10.00 x 5.50m (55m2)


Cabaret (5x7) 35Pods (5x7) 35U-shaped chairs 29

ROOM DIMENSIONS AND CAPACITIES


LOCATION AND JOURNEY PLANNING

LOCATION

You will find us on the northern edge of the City of London, on Old Street roundabout, a stone’s throw from fashionable Hoxton and Shoreditch to the east and the heart of the financial district to the south.

ADDRESS:

99 City Road Conference Centre Inmarsat 99 City Road, LondonEC1Y1AX

PLAN YOUR JOURNEY

BY TUBE

e Old Street (Northern Line) is a 1 minute walk

e From the ticket office follow the blue walkway (subway 1) then follow signs to Old Street East (North side). At the top of the stairs at street level follow the road back towards Old Street Roundabout to the pedestrian crossing, cross the road and turn right to get to 99 City Road.

BY NATIONAL RAIL

e Old Street (Northern Line) is a 1 minute walk

STATION By Tube

Liverpool Street 12 mins

London Bridge 9 mins

Kings Cross 9 mins

Euston 10 mins

Charing Cross 17 mins

Paddington 35 mins

Marylebone 30 mins

Victoria 13 mins

Waterloo 12 mins

For National Rail information please visit www.nationalrail.co.uk

BY TAXI/CAR

Our taxi collection adn drop off pint is located on Cowper Street NOT City Road. The postcode for Cowper Street is EC2A 4AP. Inmarsat is located at the end of Cowper Street on your right.


PARKING

Please note there is no parking on-site. A number of car parks are located close by:

NCP CAR PARKS WALK

Finsbury 7 mins

UNION CAR PARKS WALK

Clere Street 5 mins

DISABLED PARKING

If you are the holder of a valid blue badge or you are driving the holder of a valid blue badge, you can park on the following areas which are all available on Cowper Street:

e On yellow lines where there are no loading restrictions for up to three hours, providing the clock card is displayed and set to your time of arrival.

e Resident bays, and pay and display bays for an unlimited time.

e Designated blue badge bays for an unlimited time.

This information is subject to change by Islington Council. If you require further information please contact Islington Council directly or visit www.islington.gov.uk

ACCESSIBILITY

We are committed to providing the highest standard of customer care for all visitors and aim to make our conference facilities accessible to all.

To ensure our facilities are enjoyed by everyone we have:

e Ramp access available to all venue entrances.

e The desks at reception are lowered to make them more accessible for all visitors. The doors are wider than standard DDA guidelines and double doors are in place where possible.

e The heights of the tables and the space between them are at the right height and width for wheelchair users. We have lifts to all floors and ramp access where required.

e Hearing loop systems are available in our main reception and our largest conference room.

e We welcome guide dogs.

We are a progressive company and we would willingly discuss any specific needs with the individual.

VENUE ACCESS

Early or late access must be approved by your Events Coordinator (additional charges may apply). Our main entrance is open from 08:00 – 18:00. If you arrange early or late access, you can enter and exit the building via our side entrance located on Cowper Street. Please ensure you brief all your organisers and exhibitors if this is applicable.

Please note we are a secure venue which will also effect venue access, please see “security passes” on page 8.

PARKING AND ACCESSIBILITY


VENUE DOCUMENTS AND ORGANISING YOUR EVENT

DOCUMENTS ORGANISER WILL RECEIVE FROM 99 CITY ROAD EVENTS CO-ORDINATOR

1. Order Form and Operations Schedule

e It is a working document and provides an overview of: your agenda, catering order, AV requirements.

2. Catering Menu

e You will be provided with a seasonal menu. e We can provide bespoke menus & service style upon request. e All catering must be provided by Elior, our in-house caterers.

3. Floor Plan

e The floor plan provides you with recommended exhibition stand locations and catering points. e Please allocate exhibitors to stand numbers on the second page along with any other requests

from exhibitors.

4. Exhibition Health and Safety Form

e Please read the Health and Safety Form, sign and return. e More information is provided in section 4.

5. How to change power points to 16:9 (our preferred format)

WHAT WE AT 99 CITY ROAD REQUIRE FROM YOUR EVENTS TEAM

1. Agenda

e AV technicians will refer to this on the day of your event. e Your Events Coordinator will use it to double check scheduled breaks and breakout sessions.

2. Logo

e Your logo will be used on the digital and paper signage around the building. e Please provide us with a high resolution image.

3. Attendee List

e Please include on your list everyone that needs access to the building: delegates, exhibitors, sponsors, organisers, crew and contractors.

e We need to receive the list by 11am the day prior to your event. e The list needs to be in an excel format with surname, first name and company in separate columns.

4. Name Badges

e Please note we do not print name badges on site. e Your team will need to provide the name cards. e Name card dimensions (Maximum Size): 10cm x 7cm (wxh) e We can provide the plastic holders and lanyards. e The name cards need to be cut out and in alphabetical order by surname. e We need to receive the name cards by 11am the day prior to your event.


DEADLINESYour deadlines will be listed on your Order Form & Operations Schedule. Generally information is required by Tuesday, the week before your event. There are exceptions and information might be required earlier.

WI-FI

Free Wi-Fi connection is available. A username and password will be provided on the day unless requested earlier. Our building offers a shared connection and therefore the speed will vary upon usage within the building. The average speed connection is 2mbps.

SECURITY PASSES (COMPULSORY FOR ALL ATTENDING)

e We are a secure building so all visitors are required to wear a security pass on a lanyard.

e The pass allows you in and out of the building.

e Delegates AND Exhibitors will need to be given a pass on the ground floor.

MANAGING REGISTRATION

e We provide one member of our staff to support registration on the ground floor.

e More than 60 delegates attending: please arrange staff from your team to assist with registration.

e Number of people managing registration will depend on your delegate numbers and this can be discussed with your events coordinator.

Q-Flow

e We use an online registration system called Q Flow.

e At the registration desk we can use up to 3 iPads.

e If you are pre badging for your event we will upload your list with security pass numbers that is then preloaded on to the system.

e If you decide not to pre badge we will upload your attendee list and input the pass information as each delegate arrives.

Using this system allows us to add people on the day and check people in, at the end of your event we can send you a report which will include delegate check in information. As we are a fully GDPR compliant venue, we will only send this report to the main organiser and then delete it completely from our systems.

REGISTRATION OPTIONS:

Your Events Coordinator can talk you through the two options and work with you to create a successful registration.

CONCLUSION OF REGISTRATION

The attendee list, security passes and name badges (if applicable) will be moved to the main reception desk and the receptionists will manage the registration of late arrivals.

OPTION 1: ONE REGISTRATION POINT

GROUND FLOOR

We can combine your name cards and our security passes with clear plastic holders

and lanyards.

*Please note we do not supply or print name badges, see above page for further

information*

OPTION 2:TWO REGISTRATION POINTSGROUND AND FIRST FLOOR

Ground floor: Security passes are handed out on a lanyard.

*Optional*

First floor: If you are providing name badges these would be distributed on the conference floor and your team will need to manage this.


LOUNGE STAIRWELL

Information

28 Glass panels forming the atrium balcony are available to have your branding applied. Branding can be applied using a removable grade vinyl film. There is a maximum size per pane of 540mm W x 665mm H.

Please see page 17 for our prefered and recommended vinyl supplier, Think Ambient.

VENUE BRANDING

CONSTELLATION ROOM

Lecturn and top table branding information

A and B have a framing mechanism which holds the supplied prints. This mechanism covers 20mm of the edge of the image on all four sides.

Please do not put text or images closer than 20mm to the edge of the print artwork.

The dimensions shown for A and B above are the trim size of the panels.

The framing mechanism can accommodate panels to a maximum thickness of 3mm.

YOUR

BRAND

HERE

A

C D

B

140”16:9 rato16:9 rato

80”

822mm

1071mm

3832mm

601mm

HD Back Projector

Lecturn

HD 80” Plasma Screen

Top table(seats 6 people


OTHER BRANDING OPTIONS

Vinyl branding can be applied in a number of other areas of the venue. Please speak to your 99 City Road Event Coordinator for more information.

All graphics shown provided by our recommended suppliers, Think Ambient, see page 17.

If using your own graphics suppliers, vinyl should feature a removable grade adhesive.


EXHIBITOR, DELIVERY AND COLLECTION INFORMATION

EQUIPMENT PROVIDED

All exhibitors will receive:

1 x 1.8 Metre Clothed Table Power Sockets 2 x Chairs Wi-Fi

DELIVERY & COLLECTION IN AN ULTRA LOW EMISSION STREET

Please be aware that our Goods in Bay entrance is located on Cowper Street, which is designated by the local council as a City Fringe Ultra Low Emission Street.

How does this effect deliveries and collections?

Vehicles that are not classed as an Ultra-low Emission Vehicle (ULEV) will not be allowed to enter Cowper Street during the peak commuter periods of 7am-10am and 4pm-7pm Monday to Friday. If they do your vehicle will receive a fixed penalty notice from the council.

What are Ultra Low Emission Vehicles?

ULEVs are vehicles that emit less than 75g/km C02. This includes all (100%) electric and hydrogen vehicles and some of the ‘cleanest’, least polluting, hybrid vehicles.

To check if your vehicle is considered an ULEV, please use the online search tool from the Department of Transport at: carfueldata.dft.gov.uk

IF YOUR VEHICLE IS AN ULTRA LOW EMISSION VEHICLEYour are able to deliver and collect at any time, subject to our Goods in Bay opening Times: 8am – 5:30pm, Monday to Friday.

IF YOUR VEHICLE IS NOT AN ULTRA LOW EMISSION VEHICLE

DeliveryEnsure your deliveries are made between 10am – 4pm the day before your event.

Collection

Ensure your collection is made before 4pm on the day of your event or between 10am – 4pm the day after your event..

Great Eastern St

Old St

Paul

St

Willow St

Leonard St

Blackall St

Tabernacle St

Cowper St

Sing

er S

t

Key

ULEV Streets (area of operation)

Entry point

Exit point

Entry / exit point

Please be aware 99 City Road will not be held responsible for any fines that may be received from carrying out any collections and or deliveries to site. The responsibility falls on the event organiser to ensure that all information is communicated with those arranging, collecting and or delivering to the venue. Please contact your Events Coordinator to discuss this further.

IMPORTANT PLEASE READ:

Our Goods in Bay is in a City Fringe Ultra Low Emission Street


DELIVERING GOODS

Goods can be delivered up to one week before the event. All items must be correctly labelled and delivered within the Goods In opening times.

GOODS IN OPENING TIMES

All deliveries and collections must be carried out at our Goods In loading bay.

e Opening hours are 08:00 – 17:30, Monday – Friday.

e Located on Cowper Street (EC2A 4AP)

Please ensure to quote this street and postcode to your courier company.

Please note no parking is available on-site.

Please read important delivery and collection information on previous page

DELIVERY LABELLING OF GOODS

Please ensure that all delivery items are clearly labelled with the following information. Failure to label your goods, as below, could result in the loss of items.

1x above form for individual pieces

Editable delivery forms are available on page 18 of this pdf

ATTENTION OF Conference Centre Team

ADDRESS

99 City Road Conference CentreInmarsat, 99 City Road, London,Entrance via Cowper Street (EC2A 4AP)London, ECIY 1AX

FOR

C/O

NUMBER OF ITEMS

EXHIBITOR NAME

DELIVERY


ADDRESS


FOR

C/O

NUMBER OF ITEMS

EXHIBITOR NAME


ADDRESS


FOR

C/O

NUMBER OF ITEMS

EXHIBITOR NAME

DELIVERY

DELIVERY


COLLECTING GOODS

At the end of the day, please ensure all items are clearly labelled with the delivery address and a contact name and number.

A Collection Form and collection labels will need to be completed and fixed to your goods, please see template below. Failure to label your goods, as below, could result in the loss of items.

Please notify a member of the Conference Team once your items are ready for collection. Collection Forms will be distributed to all exhibitors and they are also available from the Conference Centre Office.

COLLECTION LABELLING OF GOODS

Any items or materials that have not been arranged for collection, will be immediately removed and destroyed after the event.

1 x below form for individual pieces

1 x above form for whole consignment

SECTION 1: TO BE COMPLETED BY OWNER/ EXHIBITOR

Goods Information

EVENT & EVENT DATE

Where Are Your Goods Going?

ATTENTION OF

COMPANY NAME

ADDRESS

POSTCODE

Collection Information

COURIER COLLECTING

NUMBER OF ITEMS BEING COLLECTED

COLLECTION DATE

TIME (if unknown please inform us either AM or PM)

Who Can We Contact If There Is A Problem?

CONTACT NAME

TELEPHONE

SECTION 2: TO BE COMPLETED BY INMARSAT GOODS IN STAFF

SIGNED OUT BY GOODS IN


DATE

SECTION 3: TO BE COMPLETED BY COURIER

COURIER COMPANY

DATE & TIME COLLECTED

NUMBER OF ITEMS COLLECTED

PRINT NAME

GOODS COLLECTION INSTRUCTIONS

e COMPLETE SECTION 1 OF THIS FORM

e PACKAGE & TAPE YOUR ITEMS SECURELY

e TAPE ADDRESS LABELS TO ALL ITEMS BEING COLLECTED (mark the number of items on each label i.e. 1 of 3, 2 of 3 etc.)

e PLACE IN A PILE WITH THIS COMPLETED FORM ON TOP OF THE ITEMS

e NOTIFY ORGANISER WHEN READY TO BE TAKEN DOWN TO THE

COLLECTION POINT

GOODS COLLECTION FORM

A COMPLETE VENUE GUIDE FOR EVENT ORGANISERS 20

Editable collection forms are available on pages 19 & 20 of this pdf

ATTENTION OF

COMPANY

ADDRESS

TO BE COLLECTED ON @

ITEMS: # OF

ATTENTION OF

COMPANY

ADDRESS


ITEMS: # OF

ATTENTION OF

COMPANY

ADDRESS


ITEMS: # OF

COLLECTION

COLLECTION

COLLECTION


FURTHER EXHIBITOR INFORMATION

SECURITY

Exhibitors will be issued with a security pass at registration. The security pass must be visibly worn on a lanyard at all times which will allow your exhibitors in and out of the building throughout the conference. This also applies to set-up crew. Exhibitors will need to provide the event organiser with all the attendees’ names including contractors that are setting up and breaking down the stand.

VENUE ACCESS

Exhibitors will only have access to the venue as per the times specified by the event organiser. It will not be possible to have access to the venue before or after the agreed time. Exhibitors and third party set up companies will still have to retrieve a security pass from registration to gain access to the 1st floor. This can be collected either before or after a goods drop.

TROLLEYS AND PORTERS

There are NO trolleys or porters available. Please ensure that exhibitors, handling agents and couriers bring their own trolleys and equipment to transport goods to and from their stand.

SIGNAGE AND DISPLAYS

No signs, displays, posters or any other items can be fixed or stuck to the walls. Failure to adhere to this will result in repair charges if damage is caused.

ENERGY AND ENVIRONMENTAL POLICY

Inmarsat has an Energy and Environmental policy throughout the business. No bins are provided, but recycling points are available throughout the venue encouraging waste to be separated into recyclable (dry) and non-recyclable (wet) waste receptacles. Where possible exhibitors are encouraged to switch off lights, computers, phone charges and any other electrical items not in use.

EVACUATION PROCEDURE

If the fire alarm is activated during the course of the event, please remain seated while the cause of the alarm is investigated. If it is necessary to evacuate the building, as detailed by the public address system, all attendees need to assemble in the Lounge. The Fire Wardens and Conference Services Personnel will coordinate the evacuation.

LIABILITY

Please note that Inmarsat/99 City Road will not be held liable for any items that are delivered and/ or collected.


Goods lift dimensions - front elevation Goods lift dimensions - side elevation

Maximum weight 2500k g

FURTHER EXHIBITOR INFORMATION

GOODS LIFT DIMENSIONS


HEALTH AND SAFETY

OPENING ANNOUNCEMENTOn the day of your event, we will provide you with an opening announcement which will include information regarding security passes and the evacuation procedure.

EVACUATION PROCEDUREIf the fire alarm is activated during the course of the event, please remain seated while the cause of the alarm is investigated. If it is necessary to evacuate the building, as detailed by the public addresssystem, all attendees need to assemble in the Lounge. The Fire Wardens and Conference Services Personnel will coordinate the evacuation and will be escorted to our evacuation point at Wesley’s Chapel on City Road.

RISK ASSESSMENT AND METHOD STATEMENT FOR ORGANISERSWe require 14 working days’ notice if you will be undertaking any of the below whilst at Inmarsat. You will also need to provide a Risk Assessment and Method Statement which will need to be approved by our Health and Safety Manager.

e Hot works i.e. welding, soldering etc.

e A production company will be contracted to prepare the Venue Space.

e Items are being built, assembled or disassembled on-site that requires tools.

e Ladders will be used to assemble equipment.

Please ensure all your staff are instructed and trained in matters relating to health and safety so theycan carry out their tasks safely.

FIRE ALARM TESTFire alarm tests are carried out every Friday between 09:00 – 11:00

ELECTRICAL EQUIPMENTAll electrical equipment must be Portable Appliance Tested (PAT). A certificate must be availablebecause checks could take place on the day.

SIGNS, POSTERS AND DISPLAYSNo signs, displays, posters or any other items can be fixed or stuck to the walls. Failure to adhere to this will result in repair charges for any damages.

ENERGY AND ENVIRONMENTAL POLICYInmarsat has an Energy and Environmental policy throughout the business which is reviewed on a regular basis. Our Energy and Environmental policy can be provided on request. Clients are encouraged to switch off lights, computers, phone charges and any other electrical items not in use.

HEALTH AND SAFETY FORM (ONLY APPLIES IF YOU HAVE EXHIBITORS)Please read the Health and Safety Form. On acceptance of the terms, please sign and return to your Events Coordinator.

THE HEALTH & SAFETY AT WORK ACT, 1974It is a condition for set-up at the venue, every exhibitor; contractor, sub-contractor, supplier and their agents comply with the Health & Safety Act, 1974 and all other legislations covering the venue.

The exhibitor accepts that it is their legal and moral reasonability to ensure their own and others health and safety is not put at risk by their actions (or inactions) during the event.


All of your IT & AVrequirements

[email protected] 686900T

W

E

Event Services IT & AV Hire

So�ware Solutions

All of your IT & AVrequirements

[email protected] 686900T

W

E

Event Services IT & AV Hire

So�ware Solutions

SPECIALISTS IN EVENT GRAPHICSAll our materials are:• Quick and easy to apply• Easy to remove• Impactful - can be tiled to create full size backdrops• Versatile - can be used on a variety of surfaces• No expert installation required

“Wow! Amazing service and turnaround time! We’re delighted with our CLINGZ. They’ve made branding the venue so easy. Thanks again” - CWC Group

[email protected] | 01625 251049

10% DiscountQuote Code:99CR

PREFERRED AND RECOMMENDED SUPPLIERS


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NUMBER OF ITEMS

EXHIBITOR NAME

DELIVERY


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EXHIBITOR NAME


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2099 CITY ROAD CONFERENCE CENTRE A COMPLETE VENUE GUIDE FOR EVENT ORGANISERS & EXHIBITORS

SECTION 1: TO BE COMPLETED BY OWNER/ EXHIBITOR

Goods Information

EVENT & EVENT DATE

Where Are Your Goods Going?

ATTENTION OF

COMPANY NAME

ADDRESS

POSTCODE

Collection Information

COURIER COLLECTING

NUMBER OF ITEMS BEING COLLECTED

COLLECTION DATE

TIME (if unknown please inform us either AM or PM)

Who Can We Contact If There Is A Problem?

CONTACT NAME

TELEPHONE

SECTION 2: TO BE COMPLETED BY INMARSAT GOODS IN STAFF



DATE

SECTION 3: TO BE COMPLETED BY COURIER

COURIER COMPANY

DATE & TIME COLLECTED

NUMBER OF ITEMS COLLECTED

PRINT NAME

GOODS COLLECTION INSTRUCTIONS

e COMPLETE SECTION 1 OF THIS FORM

e PACKAGE & TAPE THIS AND OTHER FORMS TO YOUR ITEM/S SECURELY, AS PER PREVIOUS INSTRUCTIONS ON PAGE 13.

e NOTIFY ORGANISER WHEN READY TO BE TAKEN DOWN TO COLLECTION POINT.

GOODS COLLECTION FORM

FOR

WH

OLE C

ON

SIG

NM

ENT