Delegate FAQs

We are delighted that you will be joining us at the 16th EAUC Annual Conference taking place at the University of York. We hope that these FAQs will help you to get the most from your event. If you still have unanswered questions, please contact us directly at info@eauc.org.uk or 01242 714321. Download a PDF of these FAQs at the bottom of this page.

General help

I need help – who do I contact?
I need to get a message or require assistance
Where do I go for information?
 

Accommodation

Where is my accommodation?
When can I check in/out?
Where can I leave my luggage?
What will my accommodation be like?
I need accommodation on the night before/after the Conference. Can I stay in the Halls of Residence?
Where will breakfast be?
I am not staying in the Halls of Residence – what do I do?
 

Travel to the Conference

How do I get to the venue?
Is there parking at the venue?
Can you supply the number for a local taxi firm?
 

Conference venue

Where is the event taking place?
How do I get around the Campus?
What leisure facilities are available?
Will there by internet access?
 

Conference programme

Where do I register?
What is the structure of the Conference?
Where are the sessions taking place?
Where is the exhbtiion and what times is it open? 
Who are the sponsor and exhibitors? 
 

Catering

Where will food/beverages be served?
What if I have a dietary requirement?
 

Misc

I'm not sure what my package includes
Will I receive confirmation of my booking?
What is the dress code for the Conference and Conference dinners?
Can I come to the EAUC AGM?
Can I get a delegate list?
I can no longer come – what do I do?
Will there be a chance to tell EAUC what I think of the Conference?
Will there be recycling facilities available?
I have another question!
 

General help

1. I need help – who do I contact?
EAUC staff will be available throughout the Conference at the Information and Registration Desk. Here, EAUC staff will be available at all times to deal with any queries you may have. If you need any assistance on your arrival or during your stay, please contact Lisa Walkley on 07771841466 or Helen Exton on 07531 244208. Prior to the Conference please contact the EAUC office info@eauc.org.uk or 01242 714321.

2. I need to get a message or require assistance
Most delegates will be using personal mobiles but if you require a contact number for colleagues or family to leave an urgent message, call the University of York, James College Porters Lodge (24 hours) on 01904 323100. Likewise, you can contact the EAUC Conference organisers uing the contact details above. During office hours (09.00 – 17.00), you may call the Conference office on 01904 328431. Visitors in need of emergency assistance should contact Security on 01904 32 4444.

3. Where do I go for information?
An EAUC Information and Registration Desk will be situated in the main entrance lobby area of the Exhibition Centre (as you walk through the main doors). Here you will register for the Conference. Staff can guide you to the various meeting rooms and answer any questions you may have. 
 

Accommodation
 

4. Where is my accommodation?
When you register at the EAUC Information and Registration Desk, you will be informed about your accommodation. Accommodation is provided in the James Halls of Residence. Check-in for accommodation takes place at the reception desk at James (manned 24 hours).

When can I check in/out?
Accommodation check-in opens at 14:00 on the day of arrival. Check-out is 09:30 on day of departure and keys must be returned to the College reception or the EAUC Information and Registration Desk.

For all other arrivals outside of the main conference timings (08.30-17.30 and Sunday arrivals), keys can be collected at the James Porter’s Lodge which is open 24 hours. If you will be arriving later than 23:00 hours, please contact the EAUC in advance on 01242 714321.

5. Where can I leave my luggage?
There will be a designated luggage area where delegates can store their luggage for the day at the Exhibition Centre.

6. What will my accommodation be like?
All rooms are singles with en-suite facilities and are non-smoking. This includes: free internet access (requiring own computer and Ethernet cable), tea and coffee making facilities, and are fully equipped with towels and toiletries. Iron and ironing boards and hairdryers are available at reception.

You are advised to bring some cash for drinks and other sundry items as individual room accounts cannot be set up.

7. I need accommodation on the night before/after the Conference. Can I stay in the Halls of Residence?
Yes, you can stay in the Halls of Residence, but this will be at an additional cost. You can book this at www.eauc.org.uk/annual_conference.

8. Where will breakfast be?
On Wednesday 28 and Thursday 29 March, breakfast will be served in the Galleria Restaurant located in the Roger Kirk Centre. Breakfast for residential Conference delegates is full English and continental buffet style and served between 07:00 - 09:00 hours. To gain access to the restaurant you will need your name badge.

9. I am not staying in the Halls of Residence – what do I do?
If you are not staying in the Halls of Residence you must make your own accommodation arrangements – a list of nearby hotels can be found here. Breakfast is only available for residential delegates.
 

Conference venue

10. Where is the event taking place?
The event will take place in the Exhibition Centre on University of York’s Heslington campus: The Exhibition Centre, University of York, Heslington, YO10 5DD, www.yorkconferences.com.

Location maps and directions are available here 

11. Is there parking at the venue?
There are a limited number of parking spaces on campus, and in line with our sustainability ethos, we encourage all attendees, where possible, to car-share or use public transport.

For car-share options please visit www.eauccarshare.org.uk. Please see the following website for further information about parking at the University: www.york.ac.uk/admin/estates/transport/parking.

However, visitors can park in the pay and display car parks on Heslington West and use the free shuttle service between the two sites, UB1 (leaves from Car Park South), Unibus (from opposite Heslington Hall). Parking costs £1 per hour (up to 4 hours/£4) or £6 for 10 hours. Evening Parking is free from 6.00pm to 8.00am.

Special ‘Drivers with Disabilities Only’ free parking bays are provided in each general car park and at locations close to certain key buildings. These spaces are dedicated for the use of vehicles displaying a Blue or Orange Badge and no Pay and Display charge applies.

12. How do I get around the Campus?
Walking is the best option! The accommodation walking distance from the Exhibition Centre is a two minute walk for James. If you do require mobility assistance we would request you inform the team in advance, so that a suitable accommodation and transport can be arranged. All campus and local details are available www.yorkconferences.com.

13. What leisure facilities are available?
The Sports facilities are available to delegates free of charge (except court hire e.g. squash, tennis, football pitch). The main sports hall is situated adjacent to James College accommodation blocks. This includes squash courts, fully equipped CV and weights gyms, fitness classes, outside tennis courts and synthetic football pitch. Squash and tennis courts can be booked at the Sport’s Centre on Reception (Ext. 2571). The opening times are 07:00 – 22:00 hours You will need to take your delegate badge in order to access the facilities free of charge. Please visit www.york.ac.uk/univ/sports/ for full details.

Other local facilities, on campus or within 5 minute walking distance of the University campus include a bookshop, pharmacy, hairdresser, newsagent, Post Office, laundrette and supermarket. There are cash dispensers at the supermarket (Market Square), Vanbrugh college and the Student Centre (closest to Exhibition Centre and James College).

14. Will there by internet access?
All bedrooms on campus are networked for free internet access via network point (for computers with an Ethernet network card). Internet cables are available to purchase from reception but are very limited. All guests will have to have a User ID and password to be able to connect; this will be issued on request from the EAUC Information and Registration Desk.
 

Travel to the Conference
 

15. How do I get to the venue?
· By train:
York is on the main East Coast Line from London King's Cross to Edinburgh. Fast trains leave from both north and south at frequent intervals. There is also a direct service across the Pennines between York, Leeds and Manchester Airport.

The University is two miles from the railway station: you can get a bus, taxi or even walk to the campus. An online rail timetable (www.nationalrail.co.uk/planmyjourney) is available to help you to plan your journey. 
 
· By car:
Please note the EAUC promotes Car Sharing in which details can be found at: www.eauccarshare.org.uk. The University also participates in a Car Share scheme (www.carshareyork.com) which is available both for local journeys to and from campus, and for one-off or regular journeys from further afield. We encourage you to check both sites if you need a lift or have spaces to offer in your car.

The easiest route to the University is to take the outer ring road (A64 on the south and east sides of the city, A1237 around the north and west) to the junction with the Hull/Bridlington roads (A1079/A166). Turn off at the exit marked University and follow the signs past Grimston Bar and down Field Lane to University Road. This route avoids the City centre and known traffic blackspots.

For parking prices see under Is there parking at the venue.

· By bus:
You can reach York by coach from many destinations around the country. National Express buses stop at the railway station. More details are available from their online coach timetable (www.nationalexpress.com).

Public transport: (www.york.ac.uk/admin/estates/transport/public_transport/bus/)
Visitors to Heslington should board the Number 4 bus or the number 44 Unibus at the Railway Station. Exit at the main exit/entrance and the bus stops can be found opposite. The Number 4 travels to Heslington Hall Monday to Saturday approx. every 10 minutes and on Sunday approx every 15 minutes. The scheduled journey time is 20 minutes. The main bus station is at Rougier Street. There is an online Journey Planner (www.yorkshiretravel.net) for local bus services.

· By plane:
The closest airport is Leeds Bradford international airport, www.leeds-airport-guide.co.uk/transport.html. There is also a direct train from Manchester Airport (approximately 2 hours). More info can be found here www.york.ac.uk/students/support/international/travelling/.

16. Can you supply the number for a local taxi firm?
A journey by taxi from the railway station to Heslington will take approximately 15 minutes. There is a taxi rank just outside the train station.

· A Team Taxis – 01904 643 111
· Abc Blue Circle and Clifton Cars – 01904 638787
· Beeline Taxis – 01904 797 777
· Castle Taxis – 01904 611511
· Ebor Cars – 01904 641441
· Fleetway Taxis – 01904 645333
· Local Taxis – 01904 641341
· Six Five Nine Taxis – 01904 659659
· Station Taxis – 01904 623332
· Streamline – 01904 638833
· Yorcab – 01904 646424

Conference programme

17. Where do I register?
Registration will take place at the EAUC Information and Registration Desk situated in the lobby area of the main entrance of the Exhibition Centre.

The Registration Desk will be open at the following times:
· Tuesday 27 March – 11:00 hours to 18:00 hours
· Wednesday 28 march – 08:15 hours to 17:30 hours
· Thursday 29 March – 08:15 hours to 13:15 hours

Upon registration you will receive delegate information for the Conference, which includes:
· your badge
· Conference programme (printed on recycled paper)
· information on your accommodation and where to check-in

Please note: All Conference presentations will be available on the website post-event and therefore to minimise waste, handouts will not be provided. Please use the recycle boxes at the EAUC stand upon departure to enable us to recycle your badges and any unwanted packs.

Important: Please wear your badge at all times. This will allow entry to the restaurants and help with security. It will also enable you to identify fellow delegates. If you mislay your badge, please report to the EAUC Information and Registration Desk.

18. What is the structure of the Conference?
Delegates are free to attend any sessions they wish, including the 3 Plenary sessions taking place over the three Conference days. Each Plenary has one or several motivational keynote speaker(s) to inspire us in our every day environments and sustainability initiatives.

>Throughout the Conference there are parallel sustainability sessions. Delegates are free to choose which sessions to attend according to individual areas of interests (sign-up may be required for some and sign-up sheets will be available on-site). Sessions follow the Learning in Future Environments (LiFE) framework and are split into:
· Leadership and Governance
· Partnerships and Engagement
· Learning Teaching and Research
· Estates and Operations

>The Knowledge Exchange Session
This will take place on Wednesday 28 March in the morning.
· Here delegates can sign-up for one-on-one individual meetings to meet Sector Experts and External Providers to discuss any issues or challenges being faced. More information coming soon
· During this session the exhibition will be open and
· There will be opportunities to visit the exhibition and meet with your colleagues.

>The Knowledge Exchange Board provides an opportunity to network and share as much as possible.
· We will encourage delegates to use the Knowledge Exchange Board by posting sustainability questions on the Board and seeing what replies are received over the three days.
· Are you part of a regional group and want to meet up with your colleagues? Schedule mini-meetings and contact your colleagues via the Board.
· Do you have a Biodiversity or good practice poster? Bring it along and post it on the Board.

19. Where are the sessions taking place?
The majority of Conference activity will take place in the Exhibition Centre and the internal meeting rooms. Please refer to the Conference Programme for a listing of all timings, sessions and venues. Any updates/changes will be advertised on the flat screens in and around the Exhibition Centre. To help you find your way, there will be signs and people to direct you.

20. Where is the exhibition and what times is it open?
The exhibition will take place in the Exhibition Centre. Exhibition opening hours are:
>Tuesday 27 March: 12:00 – 18:00 hours - buffet lunch will be served here and afternoon tea/coffee. A 'meet the exhibitors' drinks reception will be held here from 16:45-17:30 hours
>Wednesday 28 March: 08:30 hours – 16:00 hours. A buffet lunch will be served here and morning and afternoon tea/coffee. Exhibition closes at 16:00 hours

21. Who are the sponsor and exhibitors?
As in previous years, we have a broad expanse of exhibitors and we encourage all delegates to visit the stands. Keeping you up-to-date with products and services supporting the sector, the Exhibition will showcase over 45 companies and charities wishing to share their sustainability initiatives with you. The Exhibition only runs over 1 ½ days and we encourage you to maximise this opportunity by finding out what the sector organisations have on offer.

To see our 2012 sponsors and exhibitors, please visit www.eauc.org.uk/exhibition_2012.
 

Catering

22. Where will food/beverages be served?
All day time catering will take place in the Exhibition Centre, where the Exhibition is taking place. This includes tea/coffee breaks (am/pm) and lunches on Tuesday 27 and Wednesday 28 March. On Thursday 29 March tea/coffee and, only if requested in advance on your booking form, a packed lunch will be distributed in an area within the Exhibition Centre, close to the plenary room. (If you would like to receive a packed lunch on the Thursday 29 March, please ensure you ticked the box on your booking form or contact the EAUC office. There is no charge but a reservation needs to be made.)

· An informal drinks reception to ‘Meet the Exhibitors’ will take place on Tuesday 27 March in the main Exhibition Centre.

· The Facilitated Networking Event will take place on Tuesday 27 March in the Galleria Restaurant located in the Roger Kirk Centre. It will be followed by a buffet dinner. There will be a cash bar to purchase drinks.

· The Gala Dinner will take place on Wednesday 28 March in the Galleria Restaurant located in the Roger Kirk Centre. This is a sit-down dinner with after-dinner speaker and entertainment to follow. Drinks will be provided during dinner and a cash bar will be available during the evening.

For timings of all events and location, please refer to the latest version of the programme available from the website www.eauc.org.uk/annual_conference. 

23. What if I have a dietary requirement?
If you have any special dietary requirements please ensure you inform us as soon as possible. This information is collected on the online booking. Where possible, ingredients have been locally sourced or are Fairtrade but full details on all food will be provided at the Conference.
 

Misc

24. I'm not sure what my package includes
For an overview of what's included in each of the Conference delegate packages click here. All of the main elements of your chosen package will be outlined in your confirmation email - see below. 

25. Will I receive confirmation of my booking?
Yes, immediately after booking, you will receive an automatic email confirming your package. This should be checked carefully and saved for future reference as it shows where you have booked accomodation and catering. The following week, you will receive an email which points you towards all of the relevant information (such as these FAQs) to help you plan your trip.

26. What is the dress code for the Conference and Conference dinners?
The dress code is informal, smart/casual.

27. Can I come to the EAUC AGM?
Yes, everyone is welcome to attend the AGM. One representative from each college or university Member institution can vote. If you are not a college or university member you do not having voting rights, but you are still welcome to attend. Please check the programme for scheduling.

28. Can I get a delegate list?
A delegate list will be included in the Delegate Pack provided to all exhibitors and delegates at registration. If you do not wish your email address to be on the delegate list please contact the office by 18 March 2012.

29. I can no longer come – what do I do?
If you need to cancel your booking please contact info@eauc.org.uk as soon as possible. We regret that refunds cannot be made after 25 February 2012, for whatever reason, although substitutions are accepted if notified in writing before the event.

30. Will there be a chance to tell EAUC what I think of the Conference?
Yes, we strive to ensure that you are happy and value your feedback – please do let us know as soon as possible if you have a problem so we can resolve it straight away. After the event, we will also ask you to complete an online evaluation form to help us to continue to improve our future Conferences.

31. Will there be recycling facilities available?
Yes, we encourage all delegates and exhibitors to recycle as much as possible. Facilities will be available in the Exhibition Centre and all kitchens at the accommodation site.

32. I have another question!
Please contact us at info@eauc.org.uk or 01242 714321 and we will be happy to help with any further queries.

For up to date Conference information and the EAUC sustainability ethos, please visit www.eauc.org.uk/annual_conference.