The Hayes - Document Downloads

Downloads for your use

Administrative Timetable (28KB) - What we need from you and when

Site Plan (488KB) - A plan outlining the different buildings

Room Requirements (59KB) - To return 8 weeks before conference

Room Requirements (81KB) - A PDF version of the above

Final Conference Details (100KB) - To return 7 days before conference

Final Conference Details (106KB) - A PDF version of the above

Travel Directions (960KB) - Road, rail and air information

Administrative Timetable

Prior to 12 months before the conference:

Future Holding Letters are sent to you, one copy of which should be signed and returned together with a £200 deposit.

12 months or less before the conference:

Contractual booking forms are sent to you, one copy of which should be signed and returned together with a 10% deposit.

8 weeks before the conference we need to know:

We send you a 'Room Requirements Form' so that you can give us your probable numbers and room requirements.

We will then send you the room plans, to enable you to allocate bedrooms for your conference delegates, and the 'Final Conference Details' form which needs to be returned to us 7 days before the event, so we know:

  • Actual numbers (split into age groups and Buildings)
  • Part time visitor details
  • Day visitor details
  • Details of which bedrooms cots, extra beds etc are needed
  • Special dietary requirements (inc list of names)
  • Audio visual requirements
  • Newspaper requirements
  • Communion requirements
  • Bar requirements including Receptions and Private Bars
  • Layout of the conference halls/meeting rooms

It is important that this timetable is adhered to, as this will help to ensure the smooth running of your conference.