Event Planning Form Company Name On-Site Contact Event Title Registration Time Day 1 Event Start Date Meeting Room Requirements We provide ceiling-mounted projectors and 2 flipcharts in the conference rooms, wall-mounted plasma screens and 1 flipchart in the syndicate rooms and free wi-fi, notepads, pens and name cards in all the meeting rooms. Please select below any other equipment requirements: Additional Data Projector (£100 +VAT) Writing pads/pens/name cards (free) Lectern (£30 +VAT) Laptop (£90 +VAT each) Video Conferencing (Price on request) VGA to HDMI adapter (free) Clicker (free) Role Play Kits (Price on request) Extra Flipchart(s) (Free) None 1 Extra Flipchart (3 in total) 2 Extra Flipcharts (4 in total) 3 Extra Flipcharts (5 in total) 4 Extra Flipcharts (6 in total) Main Room Set-Up U Shape (with tables) Circle of chairs (U shape without tables) Cabaret Theatre Boardroom Classroom Other - upload your specific room layout. Number of Attendees Alternatively, please click here to upload a bespoke seating plan/diagram Do you require hard wired internet connections? No Yes If yes, how many connections? Meal Times Please specify meal times if different from the default times Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Breakfast: Default time 7-9am Arrival Coffee: Default time 8.30am Tea, Coffee & Biscuits: between 9.30am and 11.30am Lunch: Default time 13.00pm Tea, Coffee & Cakes: between 4.00pm and 17.30pm Dinner: Default time 19.00pm Alternatively, click here to upload a timetable Do you require private dining? (£150 +VAT, subject to availability) No Yes Bar Times The dining room bar is open from 18.00pm to 21.00pm Do you require the Dining Room Bar open later than 9pm? No Yes The Cedar Club Bar is open 17.00pm to 23.00pm Do you require a bar extension until midnight? No Yes Additional Items Breakfast Rolls on arrival £3.95pp +VAT Danish Pastries on arrival £3.95pp +VAT Fruit Skewers during coffee break £3.95pp +VAT Tubs of homemade ice-cream £1.50 per tub +VAT Mineral Water in meeting room £4.50 +VAT per 1L Birthday cake (from £22 +VAT) Special Diets In line with the EU Food Information for Consumers Regulation No. 1169/2011, we require specific information about your guests' dietary and allergen requirements. Please check each box to agree each action required: I have asked all my guests to indicate whether they have any of the 14 recognised allergens I have asked all guests with nut allergies to specify the severity on a scale of 1-5 (1 = slight rash; 2 = vomiting; 3 = drop in blood pressure; 4 = breathing difficulties; 5 = anaphylaxis) I will provide the venue with accurate information on the delegate list of any allergen/dietary requirements I have informed all guests with specific allergen/dietary requirements to announce themselves to the Restaurant Manager Please click below to download a complete list of the 14 recognised allergens and other special diets we can cater for Download Alergens List Guest Names Please click below to download excel spreadsheet, then complete guest names and upload it in the box provided: Download Guest Spreadsheet Guest Names Upload Disabled Access We have several facilities here for guests that are disabled – The Cedar Club, the Quadrangle and the recently refurbished Pavilion are fully compliant and we have one compliant bedroom in the Lodge. Every time we develop or refurbish an area of the site, we do so with full regard to the DDA laws – and we have more developments in the pipeline with precisely those facilities in mind that will draw everything together. We do rely on being informed if a client has a requirement for disabled facilities to ensure those facilities are reserved. Therefore please complete the following boxes. I have asked all my guests if any of them have a requirement for disabled facilities I have entered the relevant requirements for disabled facilities (if any) to the guest bedroom spreadsheet Taxi Form Please click below to download the form to complete taxi requirements, then upload it in the box provided. Download Taxi Form Taxi Requirements Upload Other Activities Have you booked team building? No Yes Lane End supplier External supplier we need a copy of the liability insurance and a signed disclaimer Are you planning Filming or Self-Facilitated activities anywhere on our premises other than the meeting room you have booked? No Yes Have you arranged any external suppliers such as a band, DJ or any other form of entertainment? We require a valid copy of their public liability insurance and a PAT test certificate for any electrical equipment they will use on our premises. No Yes Billing Instructions Please tick the appropriate boxes: Full account to company (all meeting rooms, bedrooms, meals, bar and individual bedroom accounts) 24 Hour rates and DDR to main account (delegates to settle own extras) Taxis charged to main account Wine with dinner charged to main account Other (please specify below) Nominated person/s to charge drinks to main account - specify name/s in box provided below Specific Billing Instructions Additional Notes Additional Notes *Indicates a field you must enter.