Host Toolkit

EVENT CHECKLIST

This is the main document which collates event contact information; invoicing contacts; safeguarding considerations; meeting and syndicate room requirements; audio visual requirements; catering times and other similar event information.

ROOMING LIST TEMPLATE

If your event is residential, we'll need your rooming list in format of this template. Please only complete the columns listed, this will ensure the template can be uploaded straight into the hotel system.

DIETARIES & ALLERGENS

Any events where catering is booked will require this form to be completed for any guests with an allergen or dietary requirements. This will ensure we prepare any allergen friendly meals that may be required for the relevant catering sessions. Please note, due to the transient nature of the venue, we cannot guarantee to be 100% free of any allergen, this may be of particular note for guests with severe allergies, particularly those of an airborne nature.

Our Event Planning Team and Duty Managers will conduct a full health and safety briefing on your arrival, but some key points you may want to brief your delegates on, or include in your welcome communications are below:

Fire alarm testing: Thursday morning between 09.05-09.10am for approximately 10-15 seconds 

Fire evacuation: This will be fully briefed to you at the beginning of your event, with fire action notices provided on your meeting room and bedroom doors

Public areas and lounges: Some furniture is mounted on castors, so please take care when using these.

In an emergency: Call the Aston University Campus Safety Team 2222 from any internal meeting room or bedroom telephone, in the first instance, they will assist as required.

For non-emergencies: Please contact the hotel duty manager or reception team using the contact information provided in your meeting room.

Smoking: The venue, including the Courtyard, is a non-smoking/vaping venue. A smoking/vaping area is provided at the front of the hotel.

As a venue wholly owned by Aston University and located on their green, city centre campus in Birmingham, we have a duty to ensure all of the events that take place on campus consider the Prevent requirements and anti-terrorism legislation applicable to education environments.

In addition to the standard forms and templates, we will also require the names of your speakers or event host and the event topic(s) as part of your final details, not later than two weeks prior to your event start date. Our Event Planning Team will be able to advise if you're not sure what information is required.