Commercial events guide

Welcome

Thank you for choosing to host your event at University of Gloucestershire. This guide will run through everything you need to know, both in advance and during your meeting/event.

If you have any questions please contact the Commercial Events team on commercialevents@glos.ac.uk or 01242 715022.

Meeting rooms & IT set up

Meeting room and lecture theatre equipment

Our meeting rooms and lecture theatres have a full AV provision, including a projector screen, sound and a portable microphones. In addition lecture theatres have a wired in microphone.

A flip chart and/or hearing loop can be arranged if requested in advance.

Room set up

All changes to room layouts and/or additional furniture requirements must be agreed in advance of your event and all furniture to be moved by university staff only. Please speak to the Commercial Events team ahead of your booking.

For larger events the Commercial Events team will work with you to prepare a CAD drawing to be agreed ahead of the set up.

IT

When accessing our AV systems, you will require your own laptop. There will be a standard HDMI to HDMI cable available in each individual meeting room to connect to our AV system. If you require any other connection, please let the Commercial Events team know in advance.

Wi-FI

All meeting attendees who would like Wi-Fi access will require an individual login. Please let our team know how many logins you require, no later than 7 days ahead of your event.

Printing

To note that you will be unable to print anything onsite. Please bring all print outs required for your event with you.

Catering

Our catering team have a full hospitality brochure available to chose from for your event. Your initial quote will include our most popular offering as an example only.

Final catering numbers and dietary requirements to be confirmed 7 days prior to your event.

Please note that the university has exclusive caterers and no external hospitality is allowed onsite.

Car Parking

General Car Parking

Car parking is charged at £1.70 for three hours or £2.80 per vehicle per day, Monday to Friday.

Evening only (from 17.00) and weekend charges are £1 per day. Payment via contactless pay and display machines. Car parking charges correct at September 2023 and are subject to change annually.

Alternatively, car parking charges can be invoiced if car registrations are supplied 48 hours ahead of your event.

Please note that no cars are to be left on site overnight.

Park Campus parking

At Park Campus all visitors should park at Entrance 3. Those requiring accessible parking should approach at Entrance 4.

Insurance

It is responsibility of the hirer to have adequate insurance in place in relation to the meeting/event they are hosting at the University. Please submit a copy of your insurance certificate to the Commercial Events team in advance of your meeting/event.

Accessibility

If any of your event attendees have specific accessibility requirements, please speak to the Commercial Events team ahead of your meeting/event.

Accessible car parking spaces are available onsite and are free to use for blue badge holders. These are marked on all Campus maps.

Health and Safety

First Aid

Between 09.00 and 17.00 Monday to Friday for meetings/events up to 200 people the University will be responsible for First Aid.

Outside of these hours, or for large events, please agree in advance with the Commercial Events team.

Risk Assessments

The University will undertake a risk assessment for the safe provision of the venue for all bookings.

Please note the it is responsibility of the hirer to undertake a risk assessment for the safe running of their meeting/event.

Reporting an accident, incident or near miss

If any accidents, incidents or near misses occur, please inform the Commercial Events team or another member of University staff as soon as possible. The University uses an online system rather than paper-based reporting. If a serious accident/incident occurs, please do not clear away the scene until the University has assessed the area.

Fire Safety information

The University is committed to providing a safe environment for its staff, students, visitors and external guests. Fire is an ever-present safety risk and therefore requires constant attention. Even a small fire has the potential to cause significant loss of life and property damage & the disruption of business. To help keep you and our university community safe, we ask that visitors and external guests take note of the following:

• Fire evacuation- when you first arrive on campus, please take a few minutes to familiarise yourself with our emergency evacuation procedures and the locations of external assembly points for the building/s you will be occupying. Notices detailing what to doing the event of discovering a fire or hearing the alarm sound are posted close to final exit doors from each building. Our campus security officers will take control in the event of a fire or an alarm sounding.
• Fire exit signage- distinctive green ‘Fire Exit’ signs are displayed in all buildings which identify escape routes.
• Fire escape routes- please help us by ensuring that fire escape routes are always kept clear and free from obstruction.

Whilst occupying University buildings, we would also ask that you do NOT:

• Prop or otherwise wedge open designated fire doors. Fire doors can be identified by a label on the door faces and the presence of self-closing devices.
• Smoke (whether using tobacco-based products or e-devices) in any building. Designated external smoking points are provided on each campus
• Remove, cover or otherwise tamper with smoke detectors or other parts of the fire alarm systems. Doing so reduces the risk of a fire being detected at an early stage of its development and could impede safe escape from a building.
• Misuse portable fire extinguishers. Discharging extinguishers as a prank, could mean that they are unavailable to tackle a real fire.
• Use candles, incense sticks or other forms of naked lights.
• Leave battery operated electronic devices (eg, mobile phones, e-smoking devices, etc) on charge whilst unattended. An increasing number of fires have occurred because of generic chargers overheating and/or exploding.

Fire Assembly information

Please familiarise yourself with Fire Assembly points located on the campus maps below. All fire assembly points are marked with a circle.

General House keeping

Please be respectful of the University space and mindful of others users of the buildings and surrounding areas.

Additional contacts

If you are not able to reach the Commercial Events team, please contact: Monday to Friday (8.45 to 17.00) Reception – 01242 714700

Oxstalls Campus security

Evenings (after 17.00) and weekends 01242 714934 or 07793 245017

Park Campus security

Evenings (after 17.00) and weekends 01242 714934 or 07801 183630

Campus maps

Oxstalls Campus map with Fire Assembly points

Park Campus map with Fire Assembly points

Francis Close Hall Campus map with Fire Assembly points