Host Toolkit
HOSTING AN EVENT WITH US?
Here you'll find our handy online host toolkit is designed to give you one online link to those all important health and safety documents, through to the key information you need to send to your guests and delegates.
The key document templates are also available here, from rooming list templates to the dietary needs and allergen forms. These are the documents that need to be completed and sent to the Event Planning Team no later than two weeks' prior to your event start date.
Event Planning Document Templates
Once your event here at the hotel and conference centre has been confirmed by our sales team, all of the documents you need to complete two weeks prior to your event can be found below.
The event checklist is one of the most important documents, as this applies to all events booked here at Conference Aston. Other templates such as the rooming list will be dependent on whether you have accommodation booked. You'll also find pre-event forms and documents such as our credit application form and the terms and conditions covering your event booking.
Credit Application
Dietary Allergens
Event Checklist
Exhibtor Checklist
Hotel Floorplans
Rooming List
Terms and Conditions
SPEAKER, TRAINER OR HOST INFORMATION
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.
POLICIES, CERTIFICATES AND OTHER USEFUL DOCUMENTS
Some of the key documents you may require from us ahead of your event to assist with securing procurment authority, event insurance or similar can be found below. If there is a specific document you require which is not listed below, please contact our team.
Health and Safety Policy
Fire Evacuation Procedures
Public Liability Insurance
Professional Indemnity Insurance
Risk Assessment Policy
Sustainability Policy
Business Continuity Policy
ISO 14001 Environmental Management Certification
ISO 50001 Energy Management Certification
GOOD TO KNOW
USEFUL INFORMATION TO SEND TO YOUR DELEGATES PRIOR TO THEIR ARRIVAL
Travelling by Car and Parking
Car Parking is available on the Aston University Campus, a short walk from the hotel and conference centre and must be pre-booked and paid for online, prior to arrival. Please click the link below to book.
Car Parking bookings are managed by First Parking on behalf of Conference Aston.
By Rail
The Aston University campus, in Birmingham city centre, is just a ten minute walk from New Street, Snow Hill and Moor Street train stations, with a number of routes to the majority of UK destinations. The stations are all within a 10-15 minute walk, or a five minute taxi ride. Taxi ranks are available outside each station.
Download our PDF map below for a detailed route to the venues.
By Air
The Aston University campus is a mere 9 miles from Birmingham Airport, where you can catch a 30 minute taxi ride directly to the campus or jump on a 9 minute direct train from Birmingham International Station into New Street Station, where the campus is a quick 10 minute walk away.
Download our “How to get here” guide which will give you more detailed directions to the venues.
By Bus
There are a number of bus routes that stop at the Aston University campus.
Download our “How to get here” guide which will give you more detailed directions to the venues.
By Bicycle
A number of covered bicycle shelters are located on the Aston University campus, less than 30 footsteps from the entrances.
Download our “How to get here” guide which will give you more detailed directions to the venues.
By Foot
If you’re keen to be green and quite local to Birmingham, why not walk to the Aston University campus?
Download our “How to get here” guide which will give you more detailed directions to the venues.
- Environments nurtured with responsibility
- ISO 14001 Accredited
- Sustainable Restaurant Association Three Star
- Green Tourism Gold Award
- Trip Advisor Green Leaders Gold Level