Belsey Bridge - Organiser Checklist

Setting up time

We are aware that conference organisers often require time to ‘set up’ and ‘break down’ before/after the conference programme, however due to the continuous nature of our business it is helpful if you advise us as soon as possible if you require halls/meeting rooms prior to the start of the conference so that, where possible, permission and the necessary arrangements can be made. Please visit the Admin office on arrival to meet the Duty Manager.

Arrival/Departure of bedrooms

Bedrooms cannot normally be accessed until 4.00pm on day of arrival. Towels are provided in all bedrooms. Please try to allow enough time in your programme on departure day for delegates to pack luggage and vacate their rooms immediately after breakfast and leave the key in the door by 10.00am at the latest. We also ask that delegates strip the sheets and pillow cases from their beds before breakfast on the last day of the conference. Your help is much appreciated.

Meal times

When planning your programme, we would prefer you to use the following meal and refreshment times: Breakfast 8.30 am, Coffee 11.00am, Lunch 1.00pm, Afternoon Tea 3.45pm, Evening Meal 6.30pm (7.00pm on a Friday). These times are our "normal" meal times, but it is possible to vary them on one or more days of your conference - please discuss with the Centre Management before finalising the times. Please note that your programme should state the time of the meal, (i.e. Breakfast 8.30am), rather than 8.30 - 9.15am. The latter may cause confusion when delegates assume continuous service.

Enhanced menus

If you would like to make one or more of your meals more special we would be pleased to discuss the various options and costs.

Special diets

We can cater for a variety of special diets including vegetarian and gluten or dairy free. Please ensure that we receive details of delegate requirements seven days prior to the conference to ensure we have the necessary ingredients to provide suitable meals.

Supervision of children

Conference organisers are responsible for the supervision of children at all times; particular attention should be given whilst children are near the Swimming Pool and in the Dining Room. When sharing the centre with other conferences, your delegates should be aware of and show consideration towards other delegates regarding "noise" either when groups are in session or late at night, when some delegates may have gone to bed.

Security

The conference organiser is responsible for ensuring that the conference halls are secured each evening at the close of sessions, closing windows & turning off lights etc. Please also note that any equipment or valuables brought onto the premises, such as cash, cheques, computers, PA or AV equipment is the responsibility of the owner, and is not covered by the Belsey Bridge Conference Centre’s insurance. If you require insurance on these items, then you must ensure that this is obtained from your insurers before the start of the conference. Cars are parked at the owners’ risk.

Overnight emergency contact

In the event of an emergency occurring between the hours of 11.30pm and 7.30am a Duty Manager can be contacted. Details of how to reach the Duty Manager will be left on the door of the Main Office.

Fire Procedure

It is important that all delegates are aware of the fire procedures and therefore are advised to read the information in their bedrooms. If you have delegates with disabilities who may need assistance please ensure that someone is responsible for their evacuation at all times.

Smoking

Belsey Bridge operates a no smoking policy.

Internet and Admin facilities

Free-to-use wireless internet is available across the majority of the Centre.

Sports and Leisure Facilities

Outdoors, we have a swimming pool, tennis courts, play area and fields suitable for football.

Pets

Strictly no pets - on the premises or left in parked cars - with the exception of guide or hearing dogs.