Event Services
Our friendly team can support you in planning your event.
Our event services
We offer a range of support at our venues:
- arranging site visits
- assistance with the bid process
- catering, including ordering and guidance
- submit portering requests for set up/breakdown
- audio visual requests
- guest logins for PC’S & Wi-Fi guides for delegates attending
- request key card access is lifted for out of hours events
- provide template risk assessments, speak with safety officers on highlighted matters
- liaise with internal departments including security and cleaning teams
- financial services, including invoicing and opening accounts
Portering
We include portering services such as access to buildings and room setup in your room hire cost. We can give guidance on room options and liaise with our Estates team to submit requests. With adequate notice we can request specific access rights for entry into buildings and rooms for events taking place outside of normal working hours.
Signage on campus
Campus is well signposted and we can provide digital maps. If you require more bespoke signage for your conference, we can link you up with print services to discuss options available. Please note charges apply for printing.
Posterboards
We also stock posterboards that are available to hire at the Frederick Douglass Centre. Our boards each accommodate four posters (two on each side). They accept a range of traditional 'A' size posters including A0 portrait and A1, A2, A3 and A4 in both portrait and landscape.
The cost of hiring these are £20.00 per board and a minimum of 2 should be connected for stability. We include the charge for this in your final event invoice.
Audio visual
We give your audio-visual needs high priority to ensure your event runs smoothly. We can arrange a meeting with our technical team in the lead up to your event to discuss your requirements. They can advise on the best way in which we can support and manage your event from a technical perspective.
Standard AV equipment
Our conference and meeting rooms come equipped with standard audio visual facilities which are free of charge. Some of our rooms are hybrid enabled.
Technical assistance
During core working hours (08.30-17.00) an AV technician can be present, prior to the start of your event, to assist if required. Technical support will then be available via a dedicated AV helpline.
For events held outside of core hours AV technical support is subject to available resource and will incur labour charges.
Extra equipment
You should make any enquiries for the provision of external ‘audio or video feeds’ in advance. Not all installed AV systems have this functionality.
Any audio-visual equipment or services not provided as standard will need to be sourced from an external company. This will incur additional charges.
For professional streaming services, including manned cameras and video of the presenter, explore our list of recommended external suppliers.
Please note we are unable to move or relocate fixed audio-visual equipment (e.g. data projectors or lecterns).
Passwords and connections
We'll provide temporary user IDs and passwords for use in our venues. We can also advise on free access to our Wi-Fi to give delegates use of the internet whilst on campus. Just remember to ask us in advance for the help guide on this.
ReCap - Interactive Lecture Capture
ReCap is an interactive lecture resource which captures audio and visual material and makes it available online. It is available to all Newcastle University staff and the Conference team can submit requests on behalf of any external organisers.
We use ReCap primarily to record live learning events. We also use it to record additional learning and teaching materials such as:
- feedback
- pre and post-lecture materials
- public lectures
- conferences
Further information
We will need to know your audio-visual requirements at least one month before your event.
If you wish to provide your own AV technical support our Audio-visual team can also provide training sessions in advance.