The Hayes 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 and obtain the keys for your meeting rooms.
Bedroom information
Bedrooms cannot normally be accessed until 2.00pm on day of arrival, keys will be given to the organiser as soon as the rooms are ready to then be issued to delegates. Towels are provided in all bedrooms. It is helpful if your delegates could make their own beds during their stay. 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 return keys 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 10.45am, Lunch 12.45pm, Afternoon Tea 3.45pm, Evening Meal 6.45pm. 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. For groups commencing their conference with evening meal please note that we are unable to serve hot meals beyond 8.15pm. (although sandwiches will be provided if ordered in advance.)
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 lakes 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 & locking doors etc. Keys for these areas should be collected on arrival. 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 Hayes 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. We do however have limited CCTV in operation. The front doors of the Centre are locked every night at 11 pm until 8 am. A keypad entry number will be announced at your first meal for external entry doors. Conference badges should be worn by your delegates throughout your conference.
Overnight emergency contact
In the event of an emergency occurring between the hours of 11.30pm and 7.30am an internal telephone number is posted within the accommodation enabling you to contact the Duty Manager. A different number is in operation each night.
Fire Procedure
We comply with all the current fire regulations and fire risk assessment requirements. Conference Organisers are asked to have within the reception area and to hand a list (room number order please for Main centre, Alan Booth Centre, Lakeside) of those who are attending the conference, so that a roll call can be implemented by the conference organiser. A copy of this list should be handed in to the office after registration. 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
The Hayes operates a no smoking policy.
Alcohol
According to existing licensing laws the Hayes Management are responsible for the alcohol consumed on site therefore alcohol should not be brought onto the premises. Where this rule is not adhered to a corkage charge will be added to the final invoice.
Telephones
Room telephones are available in a few en-suite bedrooms. Calls are metered and delegates are required to settle their accounts on the day of departure, otherwise they will be added to the conference’s final invoice. We also have one public payphone in the Main House which accept incoming calls.
Internet and Admin facilities
Free to use wireless internet is available across the majority of the Centre. In addition to this, the Matlock room in the Main House has three computers and offers access to the internet, Microsoft office programmes and printing facilities. This facility is available 24 hours a day for customers to use free of charge (although an ‘honesty box’ is provided for donations). A code, which can be obtained from the admin office, is required to gain access to the room. Please note guests under the age of 16 who wish to use this facility must be accompanied by an adult. A photocopier and fax machine are also available for conference staff and delegates to use.
Post
Incoming mail is delivered once per day to the Centre and any mail for conference delegates is placed on the Main House reception desk. It is helpful if individuals or organisations sending mail to the Centre can provide the name of the conference as well as the delegate. There is a post box for outgoing mail in the Reception area, which is cleared at approximately 3.30pm Monday to Friday. However, please note that this facility is provided as a service for conference delegates and not for bulk mailing without consulting the Administration Office.
Sports and Leisure Facilities
Outdoors, we have fields suitable for volleyball, five-a-side football, softball and short tennis as well as a lawn for croquet and boules. Within the Quadrangle we have Giant Draughts, Giant Jenga, and Connect 4. Our sports hall is marked out for five-a-side football and badminton, with additional equipment for basketball, volleyball, parachute games and other facilities. Our games room in the Main House has a pool table, table football and table tennis table. Some equipment is available for hire, with a deposit system in operation. For younger children an outdoor play area includes swings, slide and climbing frame all surrounded by soft bark.
Pets
Strictly no pets - on the premises or left in parked cars - with the exception of guide or hearing dogs.
