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 Decoration

 

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?

Due to the nature of our buildings, all décor for your event must be discussed and agreed with the events staff in advance.

The use of Helium Balloons are prohibited in all of our venues. Party poppers and bubbles are prevented in the Castle and any ‘sparkles’ must be easily swept away post event.

Nothing can be attached to the walls/ceilings in any area of the building, we are Grade 1 listed, and have very strict guidelines on this.

Please discuss your ideas with the events staff who can advise on the best way to achieve this as compromise may be necessary.

AV, Entertainment, Catering and other Suppliers

 

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 holding a meeting in the Town Hall, what equipment do you supply?

The North Committee room has a built in smart board and a dedicated PC. We also have an array of equipment which can be hired out at an extra charge, from projection screens, to large TV monitors and even laptops.

Please speak to the events team to discuss hiring any items prior to your event.

I’m holding a meeting in the Town Hall, what equipment do I supply?

There are certain items of equipment which we don’t have on site, such as projectors and larger installations.

Our events team can hire these for you through our preferred suppliers.

Anything you bring on site yourself should have relevant certificates and PAT testing.

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.

Is there anything else I need to know before booking suppliers?

All fresh flowers and greenery must be treated to avoid any chance of pest, insect, bug infestation in the Castle.

I would like to order catering for my meeting

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

Can I have access to water?

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

Is alcohol permitted at my event?

All of our venues are licensed but there are some restrictions within Colchester Castle. Food and drink may only be consumed in the areas agreed with events and museum staff. Alcohol also cannot be consumed outside the Castle in the park. You may not supply your own alcohol.

What kitchen facilities are available?

The Town Hall has a small kitchen which is suitable for most types of catering.

There are no facilities for caterers within the Castle and any hot food must be prepared off site. Heating or cooking equipment are also not permitted within the Castle.

Our in house caterers can provide you with the best facilities for any of our venues.

All rubbish, empty bottles etc must be removed from our venues by the hirer and/or caterer.

 

 

The Day of Your Hire

 

Where do I park?

For the Town Hall, 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. There is no parking available at The Castle.

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

For the Town Hall, 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.

For the Castle, please discuss your requirements with the events team as certain vehicles may be accommodated for offloading.

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?

At the Town Hall, please contact the duty hall keeper based on the reception desk; the contact telephone number for the Town Hall reception desk is 01206 282230.

For the Castle, a duty manager will be available and you can contact them via the reception desk on 01206 282939.

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.