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FAQ - What we're doing to help keep you safe

What we're doing to help keep you safe (FAQ)

Our number one priority is for all of our customers to stay safe and well. In accordance with Government advice, we are implementing a carefully planned, phased approach to reopening our venues. This includes reinforcing our already exceptional standards and setting out new safety measures when running your events to help keep everyone safe.

Specific FAQs for Organisers

To accommodate the 2 metre social distancing guidelines and to ensure the safety of our delegates, trainers and staff, we have re-designed our room capacities.

Warwick Conferences can still provide meeting rooms with capacities up to 120 delegates and can also link meeting spaces via video to deliver to even larger groups.

We also have both hybrid and virtual conference & event solutions available via our in-house Event Production team.

No. If an appropriate meeting room is available we will move the event at no extra charge

Yes, Warwick Conferences has invested in both hybrid and virtual conference & event technology to ensure we can meet all of your event requirements.

Our hybrid and virtual conference & event solution will combine our award-winning meeting spaces and expert technical support with the best online conference platforms to accommodate online delegates participating from their homes, or online presenters streaming from overseas.

Our Event Production team will design and manage all elements of your event to ensure it’s goal-driven, professionally produced and expertly managed, and includes the following:

  • High quality video and audio streaming of keynote presentations
  • Co-ordination of streamed panel discussions
  • Pre-recorded or live parallel sessions
  • Live Q&A and polling
  • Professionally delivered online conference production, to all delegates (work or home)

If you would like to discuss a hybrid or online event with us or if you have any questions, then please don’t hesitate to contact our Sales team on conferences@warwick.ac.uk or get in touch here

Other FAQs

Yes there is adequate spacing, signage and attendants to allow for distancing in the car park.

Throughout the building there will be clear signage and floor markings, reminding people of our protocols and promoting social distancing.

Individual group registrations will be moved from reception and allocated a specific zone or space; where possible this will become the group’s breakout space, limiting crossover between events.

We will be limiting contact at check in and check out, including:

  • Key cards will be sanitised before use
  • On check out used keys will be deposited into a separate container to be sanitised
  • A clean pen will be offered to every guest when registering and then left in a separate container to be wiped down and sanitised

Hand sanitising stations and antibacterial wipes will be available to all customers on arrival. The Reception team will also clean and sanitise the desk on an hourly basis as a minimum.

Dependent on guidance at the time, our Reception desk may also be fitted with Perspex screens to protect both customers and staff.

Warwick Conferences will be moving to a cashless environment wherever possible. In order to do this, we will:

  • Encourage guests to settle any room accounts with the pre-authorised card provided on check in.
  • Ask guests to pay via contactless technology wherever possible at the bar or across the desk.
  • Explore further how we can utilise technology to support guests paying online wherever possible
  • Card payment machines will be wiped down by the Reception team between users and wipes will be available should a guest wish to do this themselves.

We will deep clean and sanitise the bedroom between bookings with a focus on common touch points and frequently touched items including:

  • Switches and electronic controls
  • Handles and knobs
  • Major bathroom surfaces including hand soap dispensers etc.
  • Telephones
  • Bed, bedding and any soft furnishings
  • All hard surfaces
  • Irons, safes, kettles etc.
  • Any in room food and beverage supplies

We will minimise any time where room attendants need to enter a guest’s bedroom whilst the guest is checked in. This may only include emptying of bins or replacement of towels if requested.

All housekeeping equipment including trolleys, vacuum cleaners will be wiped down and sanitised at the start and end of each shift.

To ensure a cleaner and safer stay, we will also remove paper amenities and items that may not be necessary including clock radios, irons, hair dryers, stationery sets, bibles and additional bedding. These items will still be available on request.

We will move where we can to a sealed bag or tagged system to illustrate the item has been sanitised since its last use. Remote controls will be placed in sealed bags that will be changed after every stay. Guest dry cleaning procedures will change to reduce the contact on forms and packaging, utilising contactless drop off and collection points.

Glasses and cups provided in rooms will be changed to single use, sealed disposable items, for the short term. It is our target to move back to the environmentally more sustainable options in the future but recognise the health and safety requirement in the first instance.

Additionally, we will change our cleaning routines and allocation of bedrooms; we will look to allocate rooms so that we are able, in the first instance, to leave a room for 72 hours before it is cleaned and re- used; this will reduce the chances of any virus surviving, protecting both our staff and guests.

Menus and any other in-room information, including a letter about our enhanced procedures, will be replaced for every new guest.

In order to facilitate social distancing, we have prepared amended capacities for all of our meeting spaces; this way we can offer the correct and safe meeting facilities. These capacities will be dependent on government regulations and advice, as well as customer requirements.

Where possible meeting spaces will be allocated so that a group is kept in its own zone, minimising potential crossover between groups.

Where possible, additional furniture and equipment will be removed from meeting spaces and spare tables, flipcharts or AV equipment, if not booked, will also be removed and available on request. Tables will be left clear of pads and pens (they will be available from a side table). Where water is provided in meeting rooms, this will be served in individual bottles for each person.

Deep cleaning will take place in meeting rooms both in between groups and on a nightly basis. Cleaning will focus on all hard surfaces and frequently touched areas including tables, chairs, AV equipment, lecterns, flip charts and markers.

Warwick Conferences also appreciates that the meeting environment has changed. Our Event Production team with AV services and conference assistants will be on hand to support with virtual meetings as well as relaying events to other spaces and virtual conferences.

It may be necessary to close certain public areas. Areas such as lounges and fitness rooms may be closed when we first open.

High traffic areas and touch points will be cleaned on an hourly basis; this will include toilets, reception desks, door handles and bannisters etc.

Team members will be allocated specific zones and areas to deep clean and limit contact with customers and each other.

Guest lifts will also be limited to only those with accessibility issues and will be cleaned on an hourly basis.

Unfortunately, the Sports and Wellness Hub will not be available to Warwick Conferences guests when we first re-open.

We will continue to adjust our food and beverage service in accordance with government advice, but temporarily, options will include:

  • Grab and Go
  • Room Service
  • Contact free meeting space catering provision

Access to any food and beverage areas will be controlled and limited, consisting of

  • Designated entrances and exits
  • Limits on the number of people in the area at any one time
  • Signage and floor markings will be prevalent
    • Access will be managed by a member of the team
    • Dependent on numbers, guests may be given an allocated time for collection or entry

Hand sanitiser stations and antibacterial wipes will also be available for guests at entrances and inside food and beverage areas, with all touch points cleaned regularly and sanitised at least once an hour.

If you start to feel unwell, please use the 111 online coronavirus service if you have either:

  • A high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)
  • A new, continuous cough – this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)
  • Loss of smell or taste

The 111 online coronavirus service will ask about your symptoms and advise on how to protect yourself and others.

In order to protect others if you do feel unwell, please inform the Duty Manager at the venue

In addition to introducing extensive new cleaning protocols and social distancing measures, all of our team will be provided with enhanced training designed to protect their well-being while continuing to deliver our exceptional level of customer service.

All risk assessments will also be carried out in line with government guidance.