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Organiser's Factsheet Organiser’s Factsheet We are delighted you have chosen the RIBA and we look forward to working with you on your upcoming event. At the RIBA we strive to offer great customer service and in order to help you achieve your aims, we have put together some facts below which we are frequently asked. This is to assist you with the planning of your event, however does not replace our personal touch or expertise, therefore should you require anything please do not hesitate to contact us personally. 1 General information Our Full postal address 66 Portland Place London W1B 1AD Our Office details E-mail: [email protected] Contact number : 020 7307 3888 Website: www.ribavenues.com Our office is manned 08.00 to 18.00; Monday to Friday with the exception of Bank Holidays when we are closed. Access to the Royal Institute of British Architects (RIBA) The RIBA opens Monday, Wednesday to Friday from 08.00 – 17.00, Tuesdays 08.00 – 20.00, on Saturdays from 10.00 – 17.00 and on selected Sundays from 10.00-17.00. If you require access and catering before or after these times, please speak to your Venue contact. Supplement charges will apply based on your new access times, AV and catering requirements. Please let us know all your specific requirements will be for us to provide an accurate quote. Our back of house entrance is located in Bridford Mews, London W1B 1AD. This entrance can be used from 08.00-20.00 on weekdays, and from 10.00-20.00 on weekends Deliveries & Collection As our storage space is limited, please deliver items within 24 hours prior to your event and collect them within 24 hours after your event. Any items left longer at the RIBA may be destroyed or disposed of. We ask that all items stored are labelled with a return address and these are left at your own risk. RIBA will not be responsible for any item sent by post or delivered by courier that get lost or damaged or for any items left longer than the 24 hour period. Our RIBA reception team accept deliveries and collections between 08.00 – 17.00 at the following address: 66 Portland Place London W1B 1AD Large items can also be delivered to our loading bay at the following address: Bridford Mews London W1B 1AD We do have height and width restrictions of 3.5m x 3.36m and time limitations. You have step free access to our back of house lift which has dimensions of 1.75m wide, 2.15m high and 0.81m deep. Please provide the following detail when sending items to the RIBA so that we are able to allocate your deliveries to your event. Title of event Name of event organiser Date of event Room the box needs to be sent to on the day Box (number) of (total number) Please ensure that any items to be collected from the RIBA, are labelled so that we can ensure there safe return. Name of Company (receiving) Name of contact and telephone number (receiving) Delivery address (receiving) Title of event Date of event Date of collection and by which courier company Box (number) of (total number) Events with external suppliers Organisers must submit a method statement, a risk assessment and must provide PAT certificates for any electronic equipment brought in 5 working days prior to the date of the event and must also ensure that they are adequately insured including a minimum of £10 million Public Liability Insurance. This is particularly relevant for events that are setting up large exhibition stands, filming, stages, moving large pieces of furniture, bringing in electrical items for use in the RIBA, etc. External suppliers will be required to adhere to RIBA regulations which are detailed on the Control of Contractors form, which they will be required to sign prior to arrival at the building. Toilets Ladies toilets are located on the lower ground floor, 3rd floor and 5th floor. Gentlemen’s are located on the lower ground floor, 2nd floor and 6th floor. We have an accessible toilet as well as baby changing facilities, which are located on the lower ground floor. Telephones All our meeting rooms are equipped with telephones and local phone calls are included. Should you require a conference phone, a charge will apply. Please let us know prior to the event so that we can arrange this for you. Internet access Throughout our building we have a Public Wireless internet access which is free of charge. To access this please connect to RIBA Public Wi-Fi network. Dedicated internet lines can be arranged at an extra charge. Should this be required please speak to a member of the team who will be able to arrange this for you and give you a quote. Cloakroom We provide a staffed cloakroom on our lower ground floor for clients hiring either the Florence Hall or Jarvis Hall. In our other function rooms we provide a coat rail or coat stand Photography and Videography For photography and videography special permission is required. We have a Location Agreement that will need to be signed. If you are considering having your event video recorded, our on-site audio visual team will be happy to assist. Please note that the name ‘Royal Institute of British Architects’ or its logo may only be used to indicate where the meeting is located. Suppliers If you have requirements for production or furniture hire please speak to your Venue contact as they will be able to let you know our Suppliers. Flowers We can arrange flowers for your event based on your budget. Due to the historic nature of the building and the heritage within, no flowers are to be placed in front of portraits or can be attached to the walls, or be placed near them. No pollen-heavy flowers are to be put in the rooms, due to the risk of insect infestation and resinous fumes. Please speak to your Venue contact for a list of our approved Florists. Reception Reception can assist with business services and local information. Security RIBA has 24 hour security in the building. Kindly note that for evening events, we do require additional security and once your details have been finalised we can provide a quote for this. The RIBA does not accept responsibility for any items lost or mislaid on the premises. We advise that all personal luggage should be left in the designated cloakroom to avoid any unnecessary security alerts. Any unattended items may be removed and destroyed. Accessible facilities The RIBA is DDA compliant and we have lift access to all floors. As a Grade 2* listed building there are some challenges due to the size of the front of house lifts therefore please do let your Venue contact know of any attendees with additional requirements in advance of the event so that we can ensure we are fully prepared for them to assess to the building. Assistance dogs are welcome. Hearing assistance systems We have Induction loop systems installed in our Jarvis and Florence Hall. Portable induction loops can be provided in any of our meeting rooms on request. Displaying material Due to the listed status of the RIBA, the building is a blue-tac free zone. Please do not attach anything to the walls, floors, furniture or equipment whether by means of adhesive or nails, screws, blue/white tac or other fastenings. We are happy to supply display boards free of charge on request, subject to availability. The cost of repair of any damage caused to the building, fixtures, fittings or furnishings or additional cleaning will be charged to the client. Green policy The RIBA is concerned about the environment and recognizes that good environmental management must be an integral and fundamental part of its activities. As such, it encourages sustainability through recycling, reduction of water usage, energy efficiency, waste materials reduction and minimization of carbon emissions footprint amongst its staff, suppliers and clients. 2 Catering Harbour & Jones, our in-house caterers, are independent, intrepid and original. They are passionate about food and committed to providing exceptional client service in truly exceptional venues, creating bespoke menus to match Client event and budget requirements. Should you require specific catering that Harbour and Jones are not able to provide, please contact your Venue contact who will be able to discuss our alternative options. We offer corkage when we are unable to source your desired wine choice. Please note corkage charges will apply. Food and drink may not to be taken offsite, unless a Food Disclaimer is signed Final numbers should be confirmed in writing to your Venue contact by 12 noon five working days prior to your event. Final costs are based on these figures. Should your numbers increase after this time, please let us know as in some occasions we are able to cater for slight increases up to 48 hours before the event. On the day of the event the organiser will be asked to sign a consumption sheet agreeing to the amount of refreshments/ catering served throughout their event, otherwise the quoted amount will apply. Should a food tasting take place before the event and the client subsequently then decides not to proceed with the catering for the booking, the tasting will be charged for accordingly. 3 Licenses We are licensed to serve alcohol, play recorded music and/ or entertainment until 23.00 from Monday to Saturday and on Sundays until 10.30pm. As we are situated in a residential area, the music is monitored by a sound limiter throughout the evening and the sound limit is 92db.
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