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Bay Campus
Event Organisers Handbook
2016
1
Contents Preparing for Your Event
Travel 4-5 -From Airports -By Train -By Coach -By Car -Parking -Local Transport On Arrival 6 -Signage Accommodation 7-8 -Residence Department Information -Arrivals, Departures and Keys -Bedroom Provisions -Kitchen Access -Telephones -Visitors with Disabilities -Laundrette Catering 9-10 -Service Times -Dietary Requirements -Catering Outlets -Bars Conference Services & General Information 11-12 -Conference Services Team -Emergency Contact for Friends & Family -Useful Telephone Numbers -Medical Emergency -Student Talks -Deliveries -Smoking Policy & Naked Flames -Damage and Misuse of University and Fire Fighting Equipment -Fines -Feedback Emergency Procedures 13-15 -Emergency Calls -Emergency Fire Procedure -Buildings, Alarms and Fire Assembly Points
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Media 16-17 -Audio Visual Equipment -Data Projection -Internet Access Singleton Park Facilities 17-18 -Bank -Cash Machines -Post Office -Pay Phones -Travel House -Shops -Sports Facilities -Taliesin Arts Centre -Library In & Around Swansea 19 Places of Worship 19
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Travel
From Airports Cardiff Airport - located 35 miles from Swansea and offers a range of international services. From Cardiff, there is an hourly rail service to Swansea. There is also a bus service to the station from the airport, changing at Bridgend. Alternatively take a bus or taxi to Cardiff City Centre, for train and bus links to Swansea. Bristol Airport - there are hourly trains to Swansea from Bristol Temple Meads Train Station. National Express operates a coach service from Swansea Bus Station to Bristol airport terminals. London Heathrow - there is a direct coach service to Swansea or to Reading railway station which connects with inter-city rail services London Gatwick - there is a direct National Express coach to Swansea (this must be pre-booked) or take a train to Reading for connections to Swansea
By Train There is a frequent train service from London, journey time on average 3 hours. The main inter-city services offer connections to Swansea from Cardiff, Bristol, Birmingham and London. To get to the University from the train station, the Metro Bus runs every 12 minutes during the week and less frequently at weekends. There is also a taxi rank outside the station; taxis take approximately 10 minutes to get to campus.
By Coach National Express coach journeys terminate at the Quadrant Bus Station in Swansea. The No.8 and No.10 Bus service runs from the bus station to the campus (3.1 miles).
By Car
For visitors using Satellite Navigation,
our post code is SA1 8EN.
If approaching from the east, exit the
M4 at Junction 42 (signposted Swansea
A483) where the slip road will bring you
onto Fabian Way.
At the first roundabout (after 1.1 miles)
go straight on (second exit - first exit is a
no through road) continuing west.
Continue straight across the next 2 sets of traffic lights (1st: Amazon, 2nd Swansea Business Park). The
Bay Campus entrance is on your left at the next set of traffic lights.
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Parking
Non-residential Delegates
There are limited pay and display car parking spaces on campus for non-residential delegates. Up to 2 hours ....................£1.50 Up to 4 hours ....................£2.50 8am – 6pm ........................£3.50 6pm – 8am ........................£1.50
Parking for Residential Delegates Residential delegates can park on campus free of charge. Please contact your event organiser to arrange parking, your group will need to provide a number plate for every car using spaces. Please let us know if these change, as there is an auto-plate recognition system in place that will pick up any un-registered number plates. Parking in unauthorised areas or failure to display a valid Temporary Parking Notice, will result in the issue of a parking fine.
Local Transport Bus
Buses will run from 06.30-23.30 weekdays during term-time. There will be a bus every 8 minutes
during peak times. Buses will run until 02.00 on Wednesday, Thursday, Friday & Saturday nights
For bus timetables and information, speak to the reception area at St Modwen or the Information
Desk in the Quadrant Bus Station.
Taxi
There is a taxi rank on campus, however should you require private transport hire, and your Events
Manager can assist and advise on local companies.
Arrival
On arrival, we suggest that you meet with your Event Manager as soon as possible. This is a great
opportunity to meet face to face and discuss the arrangements or any last minute requirements. We are
happy to show you around your venue to check that everything is as you hoped i.e., room layout, AV,
registration desk.
Signage The University is happy for you to put up your own signs directing delegates to the various venues but these must be in the University’s standard format. Please contact Event Services for the template. Where possible please use the notice boards provided or attach to walls with blue-tac to avoid damage to surfaces. External signposting to the University should be arranged with the Automobile Association (AA). Ring 0800 731 7003 or go to www.theaa.com/aasigns
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Accommodation
Residences (St Modwen Student Living) Information The Residences at the Bay Campus are operated by St Modwen Student Living. The Reception and Manager’s office for the Residences is located on the ground floor of the Tower
Information Centre. The reception is staffed 24 hours a day, seven days a week.
Telephone: 0300 103 3000
Arrival, Departure & Keys
Check-in is from 2pm. Please advise your delegates not to arrive before this time.
Check-out is by 10am on the day of departure. Please ensure that all guests have vacated their rooms by this time to avoid delays for the cleaning team. Keys must be handed to the Reception Desk in the Tower Information Centre by 10am. Unreturned room keys must be returned to Event Services within 3 working days or a charge of £20 per key set will be added to the final invoice.
We can provide a luggage store for early arrivals or late departures. Please contact Event Services in
advance, if you require this service.
Bedroom Provisions
Gold Package Silver Package Bronze Package
All linen Hand & bath towels
Tea/coffee etc. Mug/china cup & saucer
Electric kettle Welcome Pack
(soap, shampoo, glass)
All linen 1 Towel
Welcome pack (soap, shampoo, glass)
No linen
Visitors with Disabilities The University endeavours to ensure that we are welcoming and accessible to staff, students and
visitors. We recognise that the specific requirements of each disabled person are unique; to address
this we have developed a range of adapted rooms. Please remember that not every adapted room
will suit the requirements of every disabled person. In order for us to ensure that we supply
appropriate accommodation, it is essential that you supply as detailed a description of the specific
requirements of visitors as possible on the Nominal Roll. If you have any queries, or would like to
arrange a visit beforehand to check the accommodation is appropriate, please contact Event
Services.
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Laundrette There is a laundrette on campus – located between Llansteffan and Cardigan Residences. The
laundrette is open 24hrs a day. They both have coin-operated washing machines and tumble dryers
– £2.40 per wash and £1.20 per dry. Please note you will need to supply your own washing powder.
For access issues, please report to St Modwen Reception desk. Any faults should be reported by
using the free phone number displayed in the laundrette.
See building map below.
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Catering
Service Times
Meals are normally served between the following times:
Breakfast: 7.30am-9.00am
Lunch: 12.00pm-14.00pm
Dinner:
Course dinner: 18.00pm-19.00pm
Conference Dinner: 19.00pm-20.00pm (Hot and Cold Buffet)
Gala Dinner: By arrangement (Depending on other business)
Please note if you require your meals outside these times there may be an additional charge. Your
exact meal times and any special dietary requirements should be clearly stated on the Catering
Form. Please note that should your programme overrun, a supplement may be charged to cover the
costs of extended service times.
Dietary Requirements Campus Catering provides a wide selection of food which visiting groups can choose from. Our staff
will be able to advise on the composition of food items, however, we cannot guarantee that our
food has not come into contact with nuts, eggs or any other product which may cause an allergic
reaction.
Outlets and Mimi-Supermarket
There are numerous catering outlets located around the site and the majority of these will be open
over the vacation period, although opening times may vary.
There is also a Tesco Express mini supermarket located on Severn Way, close to the residences. This
is open 7am-10pm.
Bars
There are three licensed bars on campus; one within The Core, 52 Degrees and the Great Hall
Café, Bar and Restaurant. If you require a bar during your stay, please contact your Event
Manager at least three weeks prior to your stay, as these must be booked in advance.
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Event Services & General Information
Event Services Team The Event Services Office is located on the Singleton Park campus, but a member of the team will be on the Bay Campus during the main hours of your conference or event. If you should need to contact any of the Team, please find their numbers below: General Enquiries 01792 295665 Mike O’Carroll 01792 606259 Karen Myles 01792 602403 Sam Summerill 01792 295660 From any internal phone please dial the last four numbers only.
Emergency telephone for friends and family
In an emergency, calls will be accepted for delegates in the Bay Campus Estates Office during office
hours. The Security Desk will take the calls outside of office hours
Bay Campus Estates Office 01792 295665
Security Desk 01792 606010
Useful Telephone Numbers
Switchboard 01792 20(5678)
Catering 01792 29(5559)
Residence Reception 0300 103 3000
Media (AV Assistance) x4000
Sports Centre 01792 54(3577)
Emergency on campus x333
Operations Manager (Leah Black) 01792 60(6049)
Operations Manager (Nick Bowen) 01792 60(6048)
If calling from an internal phone, the shorter numbers should be used.
If calling from an external phone, call the main Switchboard and ask for the extension.
Medical Emergency
In the event of a medical emergency on campus call x333
Please note - if any of your delegates/group use special medical equipment (i.e. needles, catheters)
please ensure that they bring suitable storage and disposing equipment. The University does not
provide such equipment.
Student Talks
Our colleagues in the Student Recruitment Office would be happy to spend some time with your
group discussing various aspects of university life – course choices, finances and careers prospects. If
you would like to arrange a talk, please contact Event Services on 01792 295665 or email:
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Deliveries
If you need to deliver goods relating to your event to the University, please inform Conference
Services on the quantity we should expect to receive. They must be delivered as near to the
commencement date as possible. The goods need to be clearly addressed to ‘Event Services’ at the
Swansea University address, with the name and date of the event clearly shown and, if possible, the
room they will need to be stored ready for use (e.g. exhibition, office, reception desk, etc.).
Smoking Policy & Naked Flames
In accordance with the National Assembly for Wales’ Smoke-free premises etc. (Wales) regulations 2007, smoking is not permitted in any enclosed or substantially enclosed public space. Smoking is not permitted in any University building, at building entrances or within 5 metres of any building. This policy applies to staff, students and visitors. Incense, candles, or any open/naked flames are not permitted within the accommodation or anywhere on campus.
Clinical Waste Clinical waste must not be disposed of at regular waste points, there are facilities on campus to dispose of clinical waste. There will be a small charge; we will also require notification in advance if you wish to use these facilities. Damage and Misuse of University and Fire Fighting Equipment Students and staff are responsible for damage to their own rooms and communal areas and the cost
of any necessary repairs will be recharged to the school/group.
The University takes misuse of firefighting and detection equipment extremely seriously, as it has
the potential to endanger lives. This includes any damage, tampering with or misuse off firefighting
or safety equipment; breaking call point glasses when there is no fire; smoking in any building and
activating the detection system; persistent propping or wedging open of fire doors as an example.
Fines Breach of Smoking Policy £100 fine Damage/vandalism of fire equipment £75 fine + cost of refill/repairs (+VAT) General damage/vandalism Cost of repairs (+VAT) Please note that offenders risk being reported to the Police or identified to the Fire Authority and you may be asked to leave the premises. Any fines incurred will be added to the final invoice.
Feedback
The staff of the University will make every effort to ensure you have a successful event and your
delegates have a comfortable and enjoyable stay. Any complaints or suggestions you may have should
be reported to your Event Manager as soon as possible, so that they are dealt with promptly. If this is
not possible, please contact any member of the conference management team, catering or residences
staff.
If you feel that we could have done more during your event, or you wish to comment on what went
well, please do not hesitate to contact the Event Services Team as we appreciate all feedback.
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Emergency Procedures
Emergency Calls The University security team are the first port of call in emergencies and can be contacted on 01792 606010. They will contact the emergency services on 999 if required. When you call security, be prepared to supply information about your location and details of the emergency e.g. building, floor number, room number, fire. When you call security, whoever answers the call will also carry out other duties to manage the emergency, such as phoning the main gate to inform staff where to direct the emergency services and contacting Occupational Health Unit. Calling 999 will mean that the University is not alerted of the emergency and therefore cannot make the necessary calls to the main gate. For this reason, we ask that you call security wherever possible. If this is not possible and you call 999, please ensure that a further phone call is made to security as soon as possible, to report the emergency.
Emergency Fire Procedure During an evacuation Fire Wardens will, without putting themselves at risk, ensure that:
a) During an evacuation fire wardens will, without putting themselves at risk, ensure
that the areas under control have been cleared. b) Porters/security staff will attend a fire call to assist with evacuation and building
security. c) Anybody who has important information regarding the fire or persons injured or
trapped must report to the fire brigade on arrival. d) Building occupants may only re-enter when given permission by the fire service or
the most senior University or St Modwen Student Living representative present. Silencing of the alarm is not an indication that building occupants are allowed to return.
IN THE EVENT OF A FIRE
1. Raise the alarm at once by breaking the glass of the nearest fire alarm call point. 2. Leave the building without delay 3. Proceed to the assembly point located at Assembly Point 2 (front of building 6)
USE NEAREST AVAILABLE EXIT DO NOT STOP TO COLLECT PERSONAL BELONGINGS.
DO NOT USE LIFTS.
DO NOT RE-ENTER THE BUILDING.
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e)
Fire Evacuation Points
The Core Tenant Place
52 Degrees Tenant Place
Tesco Tenant Place
Tower Information Centre Tenant Place
School of Management Tenant Place
Great Hall Tenant Place
Engineering Central Tenant Place
Engineering East Margam Square
ESRI Visitor Car Park
SMART Visitor Car Park
LRC Tenant Place
Student Union, Gym, Music Rooms Muster Point 1, Opposite Building 6
Residential Building 1,2,3,4 Muster Point 1, Opposite Building 6
Residential Building 5,6,7 Muster Point 2, Opposite Building 2
Residential Building 8 Muster Point 1, Opposite Building 6
Residential Building 9 Muster Point 2, Opposite Building 2
Residential Building 10 Muster Point 2, Opposite Building 2
Residential Building 11A,11B Muster Point 1, Opposite Building 6
Residential Building 15,16 Muster Point 1, Opposite Building 6
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Media Information
Audio Visual The AV equipment in each lecture theatre and meeting room has been designed for you to use
without assistance. If you are in doubt about using it, a demonstration can be arranged beforehand
with one of our technicians, free of charge.
There is a telephone in every meeting room with instructions on how to contact the Media Services
help line, if assistance is required for operating the equipment during the meeting. Technicians are
on duty 08.30 – 17.30, Monday to Friday. There are also full instructions for using the equipment
displayed on the wall of each room. If a technician is required during the meeting there will be an
hourly charge. Please contact Event Services in advance if weekend cover is needed.
For AV requirements in the Sir Stanley Clarke Auditorium, please discuss your needs initially with your
Event Manager or you can talk to a technician direct on 01792 295492. Full technical cover is provided
when you are in session
Data Projection
The majority of the meeting rooms are equipped with fixed presentation laptops. Please check with
your Event Manager. Those wishing to use the laptops provided should ensure their presentation is
saved as a PowerPoint, PPT file not X. Please bring your presentation on a data stick or CD. If
speakers are using their own laptop they must bring 15 pin VGA cables to enable the connection to
the LCD projector located in each meeting room and lecture theatre. If Apple Mac users would like
to use their own laptop then please ensure that you have the correct adaptor to connect to the LCD
projector. Please advise in advance so that scheduling can allow for this.
Internet Access The University is pleased to offer delegates access to a wireless network during their stay from most wireless enabled devices. Internet access for those with access to Eduroam: The JANET Roaming Service is designed to provide roaming network access between participant sites in the UK education and research sectors for staff and students. Swansea University is a participating member of the JANET Roaming Service and so allows visitors from participating institutions to use our Eduroam wireless network. Visitors from fellow participating institutions need to have configured their device for wireless use at their home institution before bringing it to Swansea- if this has been done, then they can connect to Swansea wireless with no further configuration or registration necessary. Note that support for Eduroam should be provided by their home institution’s IT staff. More details on the Janet Roaming Service can be found here: www.ja.net/services/authentication-and-authorisation/janet-roaming.html Internet access for those not able to access Eduroam: For those who aren’t visiting us from an Eduroam institution, we can offer straight forward access to a wireless network from most wireless enabled devices- information regarding this will be disseminated on arrival for the event.
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Facilities at the Bay Campus Bank Santander Bank is situated on the Bay Campus. The opening hours are Monday, Wednesday and Friday 10am-3pm. Cash Machines There are cash machines located: Outside Tesco Express within Emlyn Ground floor of Elwo Post Office The Post Office is in Fulton House and is open Monday-Friday, 9am-5pm Tesco Express Sells an extensive range of foods, alcohol, fresh bakery items, medicines, magazines and stationary Opening Hours (7th July – 4th September): 7am-7pm daily Opening Hours (all other dates): 8am-10pm Monday-Friday, 9am-10pm Saturday & Sunday Sports Facilities The University Sports Centre is situated close to the main campus and facilities include tennis,
badminton and squash courts, table tennis equipment (for setting up) and the Unigym, a well-equipped
state-of-the-art fitness centre*. Outside is a running track and football/hockey pitch. The changing
rooms can be used for joggers/runners for which there are numerous scenic routes. Numerous fitness
classes are held on a daily basis. Arrangements may be made for your delegates to use the facilities on
an individual or group basis.
For prices, opening times, group bookings and further information, telephone the Sports Centre
Manager on 01792 543552 or email: [email protected]
*An induction to the Unigym will be required for a small fee, or confirmation of induction at the
following fitness providers: Esporta, Fitness First, David Lloyd, Cannons, Dragons, Holmes Place, LA
Fitness, Livingwell, Next Generation, Spirit Health Clubs, Virgin Active, Bannantyne Health Clubs and
other university gymnasia that have inductions on joining. Proof of appropriate induction is required.
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In and Around Swansea
The city of Swansea has a diverse range of activities; 10 screen cinema, golf courses, national museums, food fairs, bowling and swimming to name a few. Not forgetting the beautiful Gower Peninsula coastline, castles and award winning gardens and walks. For further information and guidance, go to: www.visitswanseabay.com www.swansea.gov.uk www.neath-porttalbot.gov.uk www.mumbles.info www.enjoygower.com/idex.cfm 360 Beach & Watersports http://www.360swansea.co.uk/ Odeon Cinema http://www.odeon.co.uk/fanatic/film_times/s19/Swansea/ LC Swansea http://www.thelcswansea.com/ Ten Pin Bowling http://www.tenpin.co.uk/our-locations/swansea/
