Bay Campus Event Organisers Handbook 2016

Transcription

1 Bay Campus Event Organisers Handbook

2 Contents Preparing for Your Event Travel 4-5 -From Airports -By Train -By Coach -By Car -Parking -Local Transport On Arrival 6 -Signage Accommodation 7-8 -Residence Department Information -Arrivals, Departures and Keys -Bedroom Provisions -Kitchen Access -Telephones -Visitors with Disabilities -Laundrette Catering Service Times -Dietary Requirements -Catering Outlets -Bars Conference Services & General Information Conference Services Team -Emergency Contact for Friends & Family -Useful Telephone Numbers -Medical Emergency -Student Talks -Deliveries -Smoking Policy & Naked Flames -Damage and Misuse of University and Fire Fighting Equipment -Fines -Feedback Emergency Procedures Emergency Calls -Emergency Fire Procedure -Buildings, Alarms and Fire Assembly Points 1

3 Media Audio Visual Equipment -Data Projection -Internet Access Singleton Park Facilities Bank -Cash Machines -Post Office -Pay Phones -Travel House -Shops -Sports Facilities -Taliesin Arts Centre -Library In & Around Swansea 19 Places of Worship 19 2

4 Travel From Airports Cardiff Airport - located 35 miles from Swansea and offers a range of international services. From Cardiff, there is an hourly rail service to Swansea. There is also a bus service to the station from the airport, changing at Bridgend. Alternatively take a bus or taxi to Cardiff City Centre, for train and bus links to Swansea. Bristol Airport - there are hourly trains to Swansea from Bristol Temple Meads Train Station. National Express operates a coach service from Swansea Bus Station to Bristol airport terminals. London Heathrow - there is a direct coach service to Swansea or to Reading railway station which connects with inter-city rail services London Gatwick - there is a direct National Express coach to Swansea (this must be pre-booked) or take a train to Reading for connections to Swansea By Train There is a frequent train service from London, journey time on average 3 hours. The main inter-city services offer connections to Swansea from Cardiff, Bristol, Birmingham and London. To get to the University from the train station, the Metro Bus runs every 12 minutes during the week and less frequently at weekends. There is also a taxi rank outside the station; taxis take approximately 10 minutes to get to campus. By Coach National Express coach journeys terminate at the Quadrant Bus Station in Swansea. The No.8 and No.10 Bus service runs from the bus station to the campus (3.1 miles). By Car For visitors using Satellite Navigation, our post code is SA1 8EN. If approaching from the east, exit the M4 at Junction 42 (signposted Swansea A483) where the slip road will bring you onto Fabian Way. At the first roundabout (after 1.1 miles) go straight on (second exit - first exit is a no through road) continuing west. Continue straight across the next 2 sets of traffic lights (1 st : Amazon, 2 nd Swansea Business Park). The Bay Campus entrance is on your left at the next set of traffic lights. 3

5 Parking Non-residential Delegates There are limited pay and display car parking spaces on campus for non-residential delegates. Up to 2 hours Up to 4 hours am 6pm pm 8am Parking for Residential Delegates Residential delegates can park on campus free of charge. Please contact your event organiser to arrange parking, your group will need to provide a number plate for every car using spaces. Please let us know if these change, as there is an auto-plate recognition system in place that will pick up any un-registered number plates. Parking in unauthorised areas or failure to display a valid Temporary Parking Notice, will result in the issue of a parking fine. Local Transport Bus Buses will run from weekdays during term-time. There will be a bus every 8 minutes during peak times. Buses will run until on Wednesday, Thursday, Friday & Saturday nights For bus timetables and information, speak to the reception area at St Modwen or the Information Desk in the Quadrant Bus Station. Taxi There is a taxi rank on campus, however should you require private transport hire, and your Events Manager can assist and advise on local companies. Arrival On arrival, we suggest that you meet with your Event Manager as soon as possible. This is a great opportunity to meet face to face and discuss the arrangements or any last minute requirements. We are happy to show you around your venue to check that everything is as you hoped i.e., room layout, AV, registration desk. Signage The University is happy for you to put up your own signs directing delegates to the various venues but these must be in the University s standard format. Please contact Event Services for the template. Where possible please use the notice boards provided or attach to walls with blue-tac to avoid damage to surfaces. External signposting to the University should be arranged with the Automobile Association (AA). Ring or go to 4

6 Accommodation Residences (St Modwen Student Living) Information The Residences at the Bay Campus are operated by St Modwen Student Living. The Reception and Manager s office for the Residences is located on the ground floor of the Tower Information Centre. The reception is staffed 24 hours a day, seven days a week. Telephone: Arrival, Departure & Keys Check-in is from 2pm. Please advise your delegates not to arrive before this time. Check-out is by 10am on the day of departure. Please ensure that all guests have vacated their rooms by this time to avoid delays for the cleaning team. Keys must be handed to the Reception Desk in the Tower Information Centre by 10am. Unreturned room keys must be returned to Event Services within 3 working days or a charge of 20 per key set will be added to the final invoice. We can provide a luggage store for early arrivals or late departures. Please contact Event Services in advance, if you require this service. Bedroom Provisions Gold Package Silver Package Bronze Package All linen Hand & bath towels Tea/coffee etc. Mug/china cup & saucer Electric kettle Welcome Pack (soap, shampoo, glass) All linen 1 Towel Welcome pack (soap, shampoo, glass) No linen Visitors with Disabilities The University endeavours to ensure that we are welcoming and accessible to staff, students and visitors. We recognise that the specific requirements of each disabled person are unique; to address this we have developed a range of adapted rooms. Please remember that not every adapted room will suit the requirements of every disabled person. In order for us to ensure that we supply appropriate accommodation, it is essential that you supply as detailed a description of the specific requirements of visitors as possible on the Nominal Roll. If you have any queries, or would like to arrange a visit beforehand to check the accommodation is appropriate, please contact Event Services. 5

7 Laundrette There is a laundrette on campus located between Llansteffan and Cardigan Residences. The laundrette is open 24hrs a day. They both have coin-operated washing machines and tumble dryers 2.40 per wash and 1.20 per dry. Please note you will need to supply your own washing powder. For access issues, please report to St Modwen Reception desk. Any faults should be reported by using the free phone number displayed in the laundrette. See building map below. 6

8 Catering Service Times Meals are normally served between the following times: Breakfast: 7.30am-9.00am Lunch: 12.00pm-14.00pm Dinner: Course dinner: 18.00pm-19.00pm Conference Dinner: 19.00pm-20.00pm (Hot and Cold Buffet) Gala Dinner: By arrangement (Depending on other business) Please note if you require your meals outside these times there may be an additional charge. Your exact meal times and any special dietary requirements should be clearly stated on the Catering Form. Please note that should your programme overrun, a supplement may be charged to cover the costs of extended service times. Dietary Requirements Campus Catering provides a wide selection of food which visiting groups can choose from. Our staff will be able to advise on the composition of food items, however, we cannot guarantee that our food has not come into contact with nuts, eggs or any other product which may cause an allergic reaction. Outlets and Mimi-Supermarket There are numerous catering outlets located around the site and the majority of these will be open over the vacation period, although opening times may vary. There is also a Tesco Express mini supermarket located on Severn Way, close to the residences. This is open 7am-10pm. Bars There are three licensed bars on campus; one within The Core, 52 Degrees and the Great Hall Café, Bar and Restaurant. If you require a bar during your stay, please contact your Event Manager at least three weeks prior to your stay, as these must be booked in advance. 7

9 Event Services & General Information Event Services Team The Event Services Office is located on the Singleton Park campus, but a member of the team will be on the Bay Campus during the main hours of your conference or event. If you should need to contact any of the Team, please find their numbers below: General Enquiries Mike O Carroll Karen Myles Sam Summerill From any internal phone please dial the last four numbers only. Emergency telephone for friends and family In an emergency, calls will be accepted for delegates in the Bay Campus Estates Office during office hours. The Security Desk will take the calls outside of office hours Bay Campus Estates Office Security Desk Useful Telephone Numbers Switchboard (5678) Catering (5559) Residence Reception Media (AV Assistance) x4000 Sports Centre (3577) Emergency on campus x333 Operations Manager (Leah Black) (6049) Operations Manager (Nick Bowen) (6048) If calling from an internal phone, the shorter numbers should be used. If calling from an external phone, call the main Switchboard and ask for the extension. Medical Emergency In the event of a medical emergency on campus call x333 Please note - if any of your delegates/group use special medical equipment (i.e. needles, catheters) please ensure that they bring suitable storage and disposing equipment. The University does not provide such equipment. Student Talks Our colleagues in the Student Recruitment Office would be happy to spend some time with your group discussing various aspects of university life course choices, finances and careers prospects. If you would like to arrange a talk, please contact Event Services on or conferences@swansea.ac.uk 8

10 Deliveries If you need to deliver goods relating to your event to the University, please inform Conference Services on the quantity we should expect to receive. They must be delivered as near to the commencement date as possible. The goods need to be clearly addressed to Event Services at the Swansea University address, with the name and date of the event clearly shown and, if possible, the room they will need to be stored ready for use (e.g. exhibition, office, reception desk, etc.). Smoking Policy & Naked Flames In accordance with the National Assembly for Wales Smoke-free premises etc. (Wales) regulations 2007, smoking is not permitted in any enclosed or substantially enclosed public space. Smoking is not permitted in any University building, at building entrances or within 5 metres of any building. This policy applies to staff, students and visitors. Incense, candles, or any open/naked flames are not permitted within the accommodation or anywhere on campus. Clinical Waste Clinical waste must not be disposed of at regular waste points, there are facilities on campus to dispose of clinical waste. There will be a small charge; we will also require notification in advance if you wish to use these facilities. Damage and Misuse of University and Fire Fighting Equipment Students and staff are responsible for damage to their own rooms and communal areas and the cost of any necessary repairs will be recharged to the school/group. The University takes misuse of firefighting and detection equipment extremely seriously, as it has the potential to endanger lives. This includes any damage, tampering with or misuse off firefighting or safety equipment; breaking call point glasses when there is no fire; smoking in any building and activating the detection system; persistent propping or wedging open of fire doors as an example. Fines Breach of Smoking Policy Damage/vandalism of fire equipment General damage/vandalism 100 fine 75 fine + cost of refill/repairs (+VAT) Cost of repairs (+VAT) Please note that offenders risk being reported to the Police or identified to the Fire Authority and you may be asked to leave the premises. Any fines incurred will be added to the final invoice. Feedback The staff of the University will make every effort to ensure you have a successful event and your delegates have a comfortable and enjoyable stay. Any complaints or suggestions you may have should be reported to your Event Manager as soon as possible, so that they are dealt with promptly. If this is not possible, please contact any member of the conference management team, catering or residences staff. If you feel that we could have done more during your event, or you wish to comment on what went well, please do not hesitate to contact the Event Services Team as we appreciate all feedback. 9

11 Emergency Procedures Emergency Calls The University security team are the first port of call in emergencies and can be contacted on They will contact the emergency services on 999 if required. When you call security, be prepared to supply information about your location and details of the emergency e.g. building, floor number, room number, fire. When you call security, whoever answers the call will also carry out other duties to manage the emergency, such as phoning the main gate to inform staff where to direct the emergency services and contacting Occupational Health Unit. Calling 999 will mean that the University is not alerted of the emergency and therefore cannot make the necessary calls to the main gate. For this reason, we ask that you call security wherever possible. If this is not possible and you call 999, please ensure that a further phone call is made to security as soon as possible, to report the emergency. Emergency Fire Procedure IN THE EVENT OF A FIRE 1. Raise the alarm at once by breaking the glass of the nearest fire alarm call point. 2. Leave the building without delay 3. Proceed to the assembly point located at Assembly Point 2 (front of building 6) USE NEAREST AVAILABLE EXIT DO NOT STOP TO COLLECT PERSONAL BELONGINGS. DO NOT USE LIFTS. DO NOT RE-ENTER THE BUILDING. During an evacuation Fire Wardens will, without putting themselves at risk, ensure that: a) During an evacuation fire wardens will, without putting themselves at risk, ensure that the areas under control have been cleared. b) Porters/security staff will attend a fire call to assist with evacuation and building security. c) Anybody who has important information regarding the fire or persons injured or trapped must report to the fire brigade on arrival. d) Building occupants may only re-enter when given permission by the fire service or the most senior University or St Modwen Student Living representative present. Silencing of the alarm is not an indication that building occupants are allowed to return. 10

12 e) Fire Evacuation Points The Core Tenant Place 52 Degrees Tenant Place Tesco Tower Information Centre School of Management Great Hall Engineering Central Engineering East ESRI SMART LRC Tenant Place Tenant Place Tenant Place Tenant Place Tenant Place Margam Square Visitor Car Park Visitor Car Park Tenant Place Student Union, Gym, Music Rooms Muster Point 1, Opposite Building 6 Residential Building 1,2,3,4 Muster Point 1, Opposite Building 6 Residential Building 5,6,7 Muster Point 2, Opposite Building 2 Residential Building 8 Muster Point 1, Opposite Building 6 Residential Building 9 Muster Point 2, Opposite Building 2 Residential Building 10 Muster Point 2, Opposite Building 2 Residential Building 11A,11B Muster Point 1, Opposite Building 6 Residential Building 15,16 Muster Point 1, Opposite Building 6 11

13 Media Information Audio Visual The AV equipment in each lecture theatre and meeting room has been designed for you to use without assistance. If you are in doubt about using it, a demonstration can be arranged beforehand with one of our technicians, free of charge. There is a telephone in every meeting room with instructions on how to contact the Media Services help line, if assistance is required for operating the equipment during the meeting. Technicians are on duty , Monday to Friday. There are also full instructions for using the equipment displayed on the wall of each room. If a technician is required during the meeting there will be an hourly charge. Please contact Event Services in advance if weekend cover is needed. For AV requirements in the Sir Stanley Clarke Auditorium, please discuss your needs initially with your Event Manager or you can talk to a technician direct on Full technical cover is provided when you are in session Data Projection The majority of the meeting rooms are equipped with fixed presentation laptops. Please check with your Event Manager. Those wishing to use the laptops provided should ensure their presentation is saved as a PowerPoint, PPT file not X. Please bring your presentation on a data stick or CD. If speakers are using their own laptop they must bring 15 pin VGA cables to enable the connection to the LCD projector located in each meeting room and lecture theatre. If Apple Mac users would like to use their own laptop then please ensure that you have the correct adaptor to connect to the LCD projector. Please advise in advance so that scheduling can allow for this. Internet Access The University is pleased to offer delegates access to a wireless network during their stay from most wireless enabled devices. Internet access for those with access to Eduroam: The JANET Roaming Service is designed to provide roaming network access between participant sites in the UK education and research sectors for staff and students. Swansea University is a participating member of the JANET Roaming Service and so allows visitors from participating institutions to use our Eduroam wireless network. Visitors from fellow participating institutions need to have configured their device for wireless use at their home institution before bringing it to Swansea- if this has been done, then they can connect to Swansea wireless with no further configuration or registration necessary. Note that support for Eduroam should be provided by their home institution s IT staff. More details on the Janet Roaming Service can be found here: Internet access for those not able to access Eduroam: For those who aren t visiting us from an Eduroam institution, we can offer straight forward access to a wireless network from most wireless enabled devices- information regarding this will be disseminated on arrival for the event. 12

14 Facilities at the Bay Campus Bank Santander Bank is situated on the Bay Campus. The opening hours are Monday, Wednesday and Friday 10am-3pm. Cash Machines There are cash machines located: Outside Tesco Express within Emlyn Ground floor of Elwo Post Office The Post Office is in Fulton House and is open Monday-Friday, 9am-5pm Tesco Express Sells an extensive range of foods, alcohol, fresh bakery items, medicines, magazines and stationary Opening Hours (7 th July 4 th September): 7am-7pm daily Opening Hours (all other dates): 8am-10pm Monday-Friday, 9am-10pm Saturday & Sunday Sports Facilities The University Sports Centre is situated close to the main campus and facilities include tennis, badminton and squash courts, table tennis equipment (for setting up) and the Unigym, a well-equipped state-of-the-art fitness centre*. Outside is a running track and football/hockey pitch. The changing rooms can be used for joggers/runners for which there are numerous scenic routes. Numerous fitness classes are held on a daily basis. Arrangements may be made for your delegates to use the facilities on an individual or group basis. For prices, opening times, group bookings and further information, telephone the Sports Centre Manager on or g.m.diment@swansea.ac.uk *An induction to the Unigym will be required for a small fee, or confirmation of induction at the following fitness providers: Esporta, Fitness First, David Lloyd, Cannons, Dragons, Holmes Place, LA Fitness, Livingwell, Next Generation, Spirit Health Clubs, Virgin Active, Bannantyne Health Clubs and other university gymnasia that have inductions on joining. Proof of appropriate induction is required. 13

15 In and Around Swansea The city of Swansea has a diverse range of activities; 10 screen cinema, golf courses, national museums, food fairs, bowling and swimming to name a few. Not forgetting the beautiful Gower Peninsula coastline, castles and award winning gardens and walks. For further information and guidance, go to: Beach & Watersports Odeon Cinema LC Swansea Ten Pin Bowling 14