Your Questions

The Venue

Is your venue easy to find?

Yes, all our venues are easy to find, maps can be found via http://www.colchester.gov.uk/maps

How many people can you accommodate?

We have various sized meeting rooms which can host an array of delegate numbers. For corporate events we can accommodate between 2-1200 people.

Do you have parking at any of your venues?

Yes, we have a limited number of car parking spaces at the Town Hall which may be included in your package already. The Castle unfortunately doesn’t have any parking. Charter Hall has in excess of 500 parking spaces with an overflow available, and anyone holding a wedding in Castle Park can also make use of this car park as it is the closest to the space.

Is your venue suitable for wheelchairs and pushchairs?

Yes, our venues are fully accessible; the only restrictions apply to Castle Park where some historic areas such as the Bandstand and the boating lake can only be accessed by steps. Our disabled facilities vary across our venues but most include toilets, induction loops, level access into function rooms and wide doorways. We also have baby changing facilities. Please discuss any particular needs with the Events Team in advance.

The Rooms and Facilities

When can we set up our room for our meeting?

We try to set up rooms the day before dependent upon other bookings or on the day of your room hire, if you require additional time for setting up please contact the Events Team.

How will our room be set up?

Please complete a floor plan obtained from the Events Team, which are for guidance purposes only, tables will be laid out as closely as possible to the provided layout. We allow for spacing between chairs for guest’s comfort, appropriate space to allow catering staff to serve food and drink and to adhere to health and safety policy for building evacuation procedures. We will try and layout the room as closely as possible to the provided plan and will try to accommodate any last minute changes to your plan.

Can we display banners or literature?

Due to planning laws we are unable to put up banners on the outside of any of our buildings. However, it is possible to use banners internally in some instances, although nothing should be attached to the walls, fixtures or fittings by tape, blue tac or nails.

Are there any other restrictions we need to know about?

The use of Helium Balloons are prohibited at our venues and any electrical equipment brought into the venues should be PAT tested.

AV and Entertainment

What AV equipment do you have on site?

Some rooms within the Town Hall have a basic microphone, speaker set ups, a smart board and large screen monitor. Projector screens can be supplied if required. Free Internet Access is available. The Town Hall does not supply laptops or projectors. You can view Charter Hall’s Technical Specifications to understand what is available at this venue. Please talk to the Events Team regarding your requirements.

Can I have internet access?

The Town Hall and Charter Hall have a free wi-fi network, please use the CBCGuest network and no password is required.

I’m doing a presentation in the Town Hall, what equipment do you supply?

The North Committee room has a built in smart board and a dedicated PC. For other rooms a large 66inc monitor can be set up or a projection screen provided. External speakers can also be supplied if required.

I’m doing a presentation in the Town Hall, what equipment do I supply?

You will need to supply your own laptop or projector.

I’m using sound in my presentation

Please inform the Events Team if this is a requirement, your equipment can be connected to the PA system or external speakers provided by the Town Hall.

Is there anything that my DJ and/or Band needs to know?

If you choose to book your own DJ who we do not recommend, please note that all electronic equipment should be PAT tested if being used for a function, and they must have a Public Liability Insurance too. Any Band you hire must have these too.

They will be unable to use disco smoke or dry ice machines.

Bands and DJ’s should vacate the building no longer than an hour after the function or event has finished, and an extra cost to the hirer may apply if the vacation of the building takes an excessive amount of time. The same applies regarding guests vacating the premises.

At Charter Hall, disco smoke and dry ice can be used in the hall but they will need prior notice if this is due to happen.

Catering

I would like to order catering for my meeting

Please speak to our Events Team who can provide you with a list of catering options suitable for your event.

Can I have access to water?

A filtered water vending machine is located in the first floor corridor

The Day of Your Hire

Where do I park?

Please park in the main car park behind the Town Hall, accessed via St Runwalds Street. The car park barrier will be raised prior to your hire time and the post code to use for a Sat Nav is CO1 1DS.

I have heavy items to bring into the building, where can I park to unload?

Please park in West Stockwell Street and obtain a temporary unloading permit from the Town Hall reception desk, you may have to move your vehicle into the main car park after unloading.

Where should I go upon arrival?

Please report to the main reception desk and you will be provided with the Health and Safety evacuation procedures and be directed to the room you have hired.   

Who will be our contact on the day?

Please contact the duty hall keeper based on the reception desk who will then contact then an Events Team member if required.  The contact telephone number for the Town Hall reception desk is 01206 282230

Can I store items at the venue?

Please ask the Events Team and arrangements will be made to store and collect your items.

Can I have access to a photocopier?

Please ask the Events Team and arrangements will be made to provide access to a photocopier at an extra cost.