Client Information Pack etc.venues 200 Aldersgate EC1A 4HD 1 Introduction We would like to officially welcome you to etc.venues located on the first floor of 200 Aldersgate, in the heart of the City of London. We have prepared this guide to help you in the planning process prior to your event and to eliminate any surprises ahead of your arrival to the venue. By following the guidelines in this pack, the process should be as smooth as possible. Your Event Manager’s Name: Signature: Contact Number/Email: Contents Venue Map & Directions Page 3 Venue Hire Page 4 Catering Numbers Page 4 Loading Bay Information Page 4 Car Parking Page 5 Getting to the First Floor (Lift Access) Page 5 Client Delivery & Collection Forms Page 7 Exhibitors & Client Materials Page 8 Couriers Page 8 Casual Venue Furniture Inventory Page 8 First Floor Floorplan & Fire Evacuation Points Page 11 Upper Ground Floorplan & Fire Evacuation Points Page 12 Room Capacities Page 13 Venue Manager Statement of Intent Page 14 Use of Ladders Page 15 Food Disclaimer Page 15 Branding Opportunities Page 16 Event Bolt ons Page 22 APPENDIX Page 24 Delivery Labels Page 25 Collection Labels Page 26 Local Restaurants Page 27 Local Bars Page 28 Local Hotels Page 29 2 3 Venue Hire The venue hire times for your event are ………. to …….… if you require additional time to these hours, please consult your Event Manager. Final Catering Numbers Your Final Catering Number determines the number of people the kitchen will cater for on your event. It is possible that if you have more attendees than your stated Final Catering Number you will run out of food and beverage. In this scenario, etc venues accept no responsibility for the reputational loss of the event. Your delegate numbers will be monitored on your event day and any increase above your Final Catering Numbers may incur additional charges. Loading Bay Information Please note: Etc.venues is located at 200 Aldersgate, EC1A 4HD. However, the loading bay has a different postcode. Etc. venues St. Paul’s is serviced by the North Loading Bay. Please note there are 2 loading bays in the venue. The North Loading Bay is located on Albion Way, EC1A 7EE and is located just off Montague Street. The loading bay is manned between the hours of 07.00am and 19.00pm on weekdays. Upon arrival you will need to report to the loading bay manager located in the office at the rear of the Loading Bay. If you will be expecting deliveries or collections outside of the hours of 07:00 and 19:00, it will be required that you pre-book a time slot with the loading bay which may incur additional charges. Please consult your Event Manager regarding this. Please note: no cars or vans can be left in the loading bay and there is a 20 minute limit 4 Car Parking Facilities near EC1A 4HD etc.Venues St Paul’s D C B A A Name Aldersgate Street Address 158-170 Aldersgate Street, EC1A 4HY Distance from venue 2 mins Disabled Bays? No Open hours Mon-Sun 24h B Name West Smithfield Address EC1A 9DS Distance from venue 4 mins Disabled Bays? Yes Open hours Mon-Sun 24h 5 C Name Euro Car Parks Address EC1M 6BQ Distance from venue 6 mins Disabled Bays? Yes Open hours Mon-Sun 24h D Name Legion Parking Services Address EC2Y 8HQ Distance from venue 7 mins Disabled Bays? Yes Open hours Mon-Fri 6:00-24h Getting to the First Floor (Lift Access) Once collected by a member of the team you will be brought to the first of the two lifts that allow you to access the venue on the first floor. The dimensions of the first lift are as follows: Door Cart Height 2.1m 2m Width 1.45m 2m Depth - 1.45m This lift will take you to the Lower Ground (LG) floor of the building. You will then be required to go down the corridor and turn right past a series of lifts (not for use by deliveries or suppliers) and turn left at the first point, leading to the second lift. The dimensions for the second lift are as follows: Door Cart Height 2.1m 2.1m Width 1.5m 1.8m Depth - 2m Take this lift to the first floor (1) and turn left. etc.venues is through the glass fronted doors, located just around the corner. 6 The maximum weight limits for each lift is 2,500kg. Any items larger than these dimensions must be bought up via the escalators from the main entrance of the building out of hours (after 19.00 and before 07.00) when the escalators will be stationary. Please discuss the delivery of any oversized items with your Event Manager. 1.8m 2.1m 2m Client Delivery / Collection Forms In order to ensure a smooth operation, please complete the Client Delivery / Collection Form (located in Appendix) and submit to your Event Manager at least one week prior to arrival. With the City of London currently on a severe threat level, we must insist that all deliveries and collections are labelled with the etc.venues label only, if other labels are used, we cannot guarantee that the items will be delivered on time. Materials for your event should arrive no earlier than 24 hours prior to the start of your venue hire and should be collected no later than 24 hours after your venue hire, due to limited storage space. We cannot accept liability for any loss or damage to items that are left onsite. All deliveries / collection are subject to approval by your Event Manager. 7 Exhibitors / Client Materials Please utilise the Client Delivery Labels to ensure that your goods can be tracked upon arrival and collection. Materials for your event should arrive no earlier than 24 hours prior to the start of your venue hire and should be collected no later than 24 hours after your venue hire, due to limited storage space. We cannot accept liability for any loss or damage to items that are left onsite. Please advise your event manager if your items are unable to be collected during this time. Couriers Upon closure of the event, if you are leaving any materials to be couriered back, please agree with your Event Manager prior to departure. Please utilise the Client Delivery Labels when utilising couriers to ensure that your goods can be tracked upon arrival and collection. Please ensure the courier is aware of what they are collecting and where they are delivering to as it speeds up their collection process when they arrive at the venue. If an exhibitor is using companies such as UPS, FedEx or DHL they must provide and attach the correct company collection labels to each item as these courier companies will not collect items without their correct labels. These labels are to be used in addition to the etc.venues labels. Courier companies need to quote the order number on the labels otherwise we can’t release the items. Materials for your event should arrive no earlier than 24 hours prior to the start of your venue hire and should be collected no later than 24 hours after your venue hire, due to limited storage space. We cannot accept liability for any loss or damage to items that are left on site. Client delivery labels must be used Casual Venue Furniture Inventory Your Event Manager has a wealth of knowledge of how best to maximise the flow of your event utilising the venue furniture. The furniture listed below illustrates what is included as part of your Venue Hire. We can provide alternatives or additions but please be aware that additional items may incur charge, for information please consult your Event Manager. Please note that any damages to fixtures and fixings within the venue may incur charges. 8 Big Brother Chair & Small Coffee Table Soft Seating and Round Coffee Table Square Poseur Tables 9 Uncovered Trestle Table Covered Trestle Table 10 First Floor Floorplan of Fire Escapes When you arrive at the venue your Event Manager will go through a Client Induction which explains all of the emergency procedures. The fire alarms are tested in the venue every Friday at 15:00 and the fire curtains are tested every Saturday at 09:45. Below are floorplans of the venue with all fire escapes labelled. 11 Upper Ground Floorplan 12 North Wing Room Capacities Rooms Dimensions (m) Theatre Cabaret U- Classroom Boardroom Shape Premium W7.5mxL12mxH3.6m 108 72 34 68 38 1 Premium W8.5mxL16mxH3.6m 176 84 42 84 48 2 Premium W7.5mxL12mxH3.6m 108 72 34 68 38 3 Premium W24mxL12mxH3.6m 400 250 N/A 190 N/A Suite Premium W16.5mxL12mxH3.6m 300 150 N/A 150 N/A 1&2 Premium W16.5mxL12mxH3.6m 300 150 N/A 150 N/A 2&3 Dedicated W4.5mxL6mxH3.6m 24 13 10 N/A 12 Specialist W8mxL6.3mxH3.6m 42 24 20 16 24 South Wing Room Capacities Rooms Dimensions (m) Theatre Cabaret U- Classroom Boardroom Shape Impressive W7.5mxL12.5mxH3.6m 85 42 18 36 24 1 Impressive W7.5mxL12.5mxH3.6m 96 45 26 42 38 2 Impressive W14.5mxL12mxH3.6m 186 96 36 96 52 Suite Innovative W9.5mxL8mxH3.6m 86 42 22 38 28 Energetic W6mxL10mxH3.6m 44 24 16 16 24 Dynamic W5mxL7.5mxH3.6m 40 14 14 16 16 Touch W6.2mxL4mxH3.6m N/A 12 10 N/A 12 Base Upper Ground Room Capacities Rooms Dimensions (m) Theatre Cabaret U- Classroom Boardroom Shape Creative W16.8mxL14.9mxH2.7m 250 150 N/A 150 N/A 1 Creative W10.6mxL9.3mxH2.7m 75 36 20 36 30 2 Creative W11.8mxL9.3mxH2.7m 100 70 28 70 32 3 Creative W22.4xL18.6mxH2.7m 175 98 45 98 55 2&3 13 Venue Manager Statement of Intent 14 Use of Ladders Here at etc.venues we do have ladders available on site.