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Sponsors' Hospitality Manual

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					Sponsors’ Hospitality Manual

       Campanile Hotel
                        Contents




                                          Page

1   Introduction and useful information   2-4

2   Sponsors’ benefits package             5

3   Suite information                      6

4   Furniture requirements                 7

5   Catering                              7-11

6   Audio visual equipment                 12

7   Useful contacts                        13

8   Signage Confirmation form              14

    Appendices
    Appendix A: Fax back order forms
                          1. Introduction and
                          useful information
Dear Sponsor

Thank you for choosing a hospitality suite package at the Campanile Hotel for the BCPC
International Seminars – Crop Science & Technology 2004. This manual contains all the
information you will need in preparation for the Seminars, including details of how to book
equipment and services for your suite during the hire period. You will find a fax back order
form for each section at the end of the manual, which should be used to order the
services you require. Please complete all relevant forms and return them directly to the
Campanile Hotel (with the exception of the registration and hotel reservation forms) on
the following number:

               Fax number: 0141 287 7701
               Contact : Reception Staff 0141 287 7700


All relevant booking forms should reach the hotel by Monday 18th October 2004 at the
latest. Any items requested after this date cannot be guaranteed.


Access times
All suites are available from 08.00 on Monday 1st November through to 17.00 on
Wednesday 3rd November. Room Check-in will be 14.00, Check-out time is 12 noon.


Accommodation
Details of the accommodation booking service for the Seminars can be found on the
website at www.bcpc.org.


Address of venue
The full postal address for the Campanile is:

       10 Tunnel Street
       Glasgow
       G3 8HL

       Main Telephone Number:  +44 (0)141 287 7700
       Main Fax Number:        +44 (0)141 287 7701
       Email:            www.glasgow@envergure.co.uk
       Web page:


Please direct any hospitality suite queries to Marika Forsgren on any of the contact
means above.

Delegate messages
Any messages left for delegates at reception can be picked up from reception at any time
of the day at the Campanile Hotel. Mail for delegates during the Seminars should be
addressed to:

                                                                                           2
       Hospitality suite number/delegate name
       C/o The Campanile Hotel
       10 Tunnel Street
       Glasgow
       G3 8HL

Please note mail should not be sent to the hotel before Monday 18th October 2004.

Deliveries
If you plan to have items delivered to the Campanile please mark your items with your
details (name, company name, etc), the details of the hotel contact Marika Forsgren, as
listed on the previous page, and your room/suite number. Deliveries to the hotel will need
to be within office hours (i.e. 9am – 5pm). Although every care will be taken to ensure that
deliveries are not lost neither the hotel nor BCPE can accept any responsibility for lost,
stolen or damages goods.


Insurance
Please note: Any events you may hold in your hospitality suite during the Seminars are
not covered under the BCPC Seminars event insurance policy.


Parking
The hotel has its own car park which has space for approximately 38, however, please be
aware that the car park spaces are allocated on a first come, first served basis.


Press Releases
The official Press briefing will take place in the Press Office on the morning of Tuesday
2nd November 2004 and sponsors and exhibitors are advised to submit all releases
before that time. Wherever possible, releases should make reference to the BCPC
Seminars. Any queries relating to the press should be referred to the BCPC Press
Manager at the following address:


       Frances McKim
       BCPC Press Manager
       Foxhill
       Stanford on Soar
       Loughborough LE12 5PZ
       UK

       Tel:           +44 (0)1509 233 219
       Fax:           +44 (0)1509 211 932
       Email : frances@activesolutions.uk.com



Registrations
A registration form is included for your convenience, should you need to make additional
Seminars reservations. Please note access to Seminars sessions are for registered
delegates only. As part of your hospitality suite package, you are entitled to two reduced
rate registrations.


                                                                                             3
VAT
All prices quoted in this document indicate whether or not they include Value Added Tax
(VAT) which is currently set at 17.5%. Full payment should be made direct to the
Campanile upon booking any services other than hotel accommodation or registration.
Please use the credit card payment form at the end of Appendix A.


Wheelchair access
The hotel has disabled access.




                                                                                          4
                  2. Sponsors’ benefits package


All suites and apartments are contracted for a minimum three day hire period, from
Monday 1st November to Wednesday 3rd November 2004 inclusive. It may be possible to
arrange access on Sunday 31st November if required, but this is subject to availability
and may incur an additional cost and must be pre arranged with the Seminars organisers.


All catering and audio visual requirements must be booked directly with the hotel and are
not included in the package. Please see the relevant sections on pages 7 and 12
respectively for details of costs and availability. Information on the furniture provided is
given in the Suite Information starting on page 7.


As a hospitality suite sponsor you are entitled to an excellent range of benefits which will
help you to get the most out of your time at the Seminars. These are as follows:


   Three day hire for the duration of the Seminars;
   The right to use the phrase: ‘in conjunction with ‘The BCPC International Seminars – Crop
    Science & Technology 2004’ on your Seminars-associated promotional material. Official
    Seminars logos are available on request
   A list of all pre-registered delegates at the Seminars 6, 4 and 2weeks prior to the
    event
   Acknowledgement in the official Seminars Programme and Exhibition Catalogue. If you
    do not wish to have your suite number publicised please inform the Seminars
    Secretariat as soon as possible on Fax : ++44 (0) 1420 593209
   Notification of your location on the official Seminars directional signage. Please note
    that unofficial signage is not permitted and any items found within the hotel or outside
    suites will be removed
   Acknowledgement on the BCPC web site;
   The opportunity to hyperlink the BCPC web site to your own web site. If you have not
    yet supplied your web site address to the Seminars Secretariat please do so as soon
    as possible on Fax : ++ 44 (0) 1420 593209 or contact the Events Manager on
    lizzy.white@bcpc.org
   Two reduced rate registrations per suite booked (which include a copy of the
    Seminars Abstracts and an invitation to the Civic Reception on Monday evening). If
    you have not already registered, please use the enclosed exhibitor registration form
    as the reduced rate is the same. However, please clearly state somewhere on the
    form that you are a sponsor and not an exhibitor.




                                                                                               5
                        3. Suite information


                             Hospitality Suites


Room name        Dimensions      Capacity    Capacity   Capacity    Capacity
                                Boardroom    Theatre    Classroom   Dinner
 Picasso 1           45sqm          20            30       12         20
 Picasso 2           90sqm          45            70       40         100
 Picasso 3           35sqm          20            20        8         10
 Monet 1             35sqm          20            30       12         30
 Monet 2            35sqm           20            30       12         30


The following is included in all meeting rooms:
     Table & chairs
     Clock
     Coat rack
     Telephone socket
     Water & cordial
     OHP & screen
     Flip chart with pens
     Menus




                                                                       6
                            4. Furniture Requirements



Please use the fax back form in Appendix A to request any additional furniture. This
additional furniture can be ordered from the hotel at no extra cost.



                                           Item
                                      Tables & chairs




                                      5. Catering

                                  Service and staffing


Each hospitality suite will be serviced throughout the day and contact details for
refreshments will be found in your Hospitality Suite.


Hostess staff can be provided, however this will incur an additional charge. If you have
any requirements for staff during the day please supply the date and times required and
the number of staff needed for each session on the catering form at the back of this
manual to the Campanile by Monday 20 October.


Some sample menu’s follow.




                                                                                           7
BUFFET ONE
     MIX SALAD

     Potato Salad
   Boiled egg salad
         Melon
    Beetroot salad
  Pickled onion salad
     Cheese salad

     CRUDITES

      Cucumber
       Tomato
     Green Salad
      Sweetcorn
    Beetroot Salad
     Carrot Salad

    PASTA RICE

     Savoury Rice
Tuna Mayonnaise Pasta
 Chicken Pasta Salad

        MEAT

      Corn Beef
   Chopped Pork
       Venison
Roast Chicken (breast)

        FISH

      Salmon
       Trout
   Mussel Cocktail
   Prawn Cocktail

       OTHER

    BBQ Chicken
     Chipolatas
    Sausage Rolls
   Sausage brioche

       SWEET

     Fruit Salad
      Fruit pie
Chocolate Fudge Cake




                         8
BUFFET TWO
     MIX SALADS

 Mix Peppers Marinade
  Tomato mozzarella
      Cesar Salad
 Pasta Mediterranean
       Taboulet
     Salad Nicoise

      CRUDITES

        Carrot
      Cucumber
       Tomato
     Green Salad
    Beetroot Salad
      Sweetcorn

    PASTA / RICE

  Penne Salsa Sauce
  Tuna & Tomato Rice
  Pesto Basil Dressing

        MEAT

     Chicken Wings
Garlic Sausage & Salami
     Chicken Satay
    Vegetable Satay

         FISH

     Seafood Salad
      Salmon Fillet
  Lemon Sole Goujon
Sardine in Tomato Sauce

       OTHERS

Cheese & Tomato Pizza
   Spanish Quiche
 Tomato Basil Quiche
  Vegetable Samosa

        SWEET

      Fruit Salad
     Cheesecake
 Black Forest Gateaux




                          9
BUFFET THREE
     MIX SALAD

  Piemontaise Salad
  Tomato Mozzarella
 Mix Pepper Marinade
    Coleslaw salad
    Oriental Salad
   Alsacienne Salad

     CRUDITES

      Cucumber
       Tomato
  Mix Green Salad
     Sweetcorn
   Beetroot Salad
 Celeriac Remoulade

    PASTA / RICE

     Spicy Pasta
Tuna & Peas Rice Salad
       Mustard

        MEAT

   Chicken Wings
   Ham & Salami
  Chicken Nuggets
 Vegetarian Sausage

        FISH

   Seafood Salad
  Mackerel Smoked
      Salmon
     Roll Mops

      OTHERS

    Cheese Pizza
  Vegetable Samosa
   Spanish Quiche
   Quiche Lorraine

       SWEET

    Fruit Salad
 Lemon Meringue Pie
    Profiteroles



                         10
BUFFET FOUR
     MIX SALAD

    Beetroot Salad
    Cheese Salad
    Coleslaw Salad
  Piemontaise Salad
 Mix Pepper Marinade
  Tomato Mozzarella

     CRUDITES

      Cucumber
       Tomato
  Mix Green Salad
     Sweetcorn
   Beetroot salad
 Celeriac Remoulade

    PASTA / RICE

 Tuna & Tomato Rice
 Penne Salsa Sauce
  Mustard Couscous

       MEAT

 Vegetarian Sausage
   Chicken Wings
     Corn Beef
       Salami

        FISH

       Salmon
  Mackerel smoked
  Sardine in Tomato
   Seafood Salad

      OTHERS

    Cheese Pizza
Onion Cheese Quiche
Tomato Basil Quiche
     Chipolatas

      SWEET

      Fruit salad
Coffee Mandarine Cake
       Fruit Pie



                        11
                        6. Audio visual equipment


Please note that this equipment can be ordered from the Campanile using the fax back
form supplied in Appendix a. Please return the form to Marika Forsgren by Monday 18th
October.


                      Equipment
                      OHP
                      Flipchart
                      TV and Video


Use of the above equipment will not incur any additional charge.


If extra telephone lines are required within a meeting room, the hotel will require this
information before Monday 18th October. The cost of the calls will be charged directly
onto the main folio for each meeting room.




                                                                                           12
                              7. Useful contacts

Please contact the following suppliers directly as these services cannot be arranged by
        the Glasgow Moat House (with the exception of floral arrangements):


           TYPE                        COMPANY NAME                       NUMBER

          Balloons                      Balloons and Gas                0141 337 3373

         Chauffeur                            Littles                   0141 883 2111

       Entertainment                 The Entertainment Coy              0131 552 4000

       Entertainment                   Neil Drover Agency               0141 357 3377

           Florist                    Every Blooming Thing              0141 649 9955

 Forwarding/Lifting/Storage                 Pickfords                   08457 212 177

 Forwarding/Lifting/Storage               Lansing Linde                 01355 233 601

 Forwarding/Lifting/Storage           Eurogate International            0141 248 6011

          Furniture                     Cairns and Scott                0141 775 8333

          Insurance                      Norwich Union                  01603 622 200

        Photographer                    George Mahoney                  0141 633 1226

           Pianist                        Jackie Dykes                  0141 434 1457

           Printing                Paragon Design & Printing            0141 840 1122

        Confectionery                       Tunnocks                    01698 813 551

            Taxi                              TOA                       0141 429 7070




                                                                                      13
                               8. Signage confirmation form


             BCPC Seminars 2004 – Crop Science & Technology


        HOSPITALITY SUITE HOLDERS DETAILS CONFIRMATION FORM

                                           [COMPANY NAME]

 CONTACT DETAILS
 (if different from those in the attached letter)


 SIGNAGE
 (the company name you would like displayed
 advertising your Hospitality Suite)


 WEBSITE
 (please confirm the details are correct on our
 company website
 www.bcpc.org/seminars2004/hospitality)


 ACCOMMODATION                                              If you require accommodation, please
 (please note this is only relevant to Hospitality Suites   confirm:
 with bedrooms – all other accommodation
 requirements should be booked via the Glasgow              Check-in date:
 Tourist Board accommodation@seeglasgow.com)                Check-out date:
                                                            Total number of nights
                                                            Name of those staying:



PLEASE FAX BACK TO +44 (0)1420 593209
OR VIA THE POST TO:
BCPC Conference Secretariat, 7 Omni Business Centre, Omega Park,
Alton, Hampshire, GU34 2QD,UK




                                                                                                   14
                  Appendix A

        Fax back order forms


Form A - Hospitality suite services order
Form B – Furniture requirements
Form C – Catering requirements – food
Form D – Catering requirements – beverages
Form E – Audio visual equipment
Form F – Payment for services




                                             15
The BCPC Seminars –
Crop Science & Technology 2004

Form A - Hospitality Suite Services order form
Please complete the following forms indicating all of your requirements
for your suite in the appropriate sections. Please return all forms directly to the Campanile
on the fax number given below
by Monday 18th October at the latest.


                    To Marika Forgren
            Company Campanile

         Fax number +44 (0)141 287 7701
    Total no. pages



         Company name

           Contact name

      Name / number of
                 Suite

      Company address




     Telephone number

                     Email

              Fax number

                Signature




                                                                                           16
The BCPC Seminars –                                                   Name/number of suite:

Crop Science & Technology 2004

Form B - Furniture requirements
Please ensure this form is returned by fax on +44 (0)141 287 7701 to Marika Forsgren
using the included fax header by Monday 18th October at the latest.




                 Item                                      Number
                                                           required

                 6 ft by 1ft rectangular table
                 6 ft round table
                 Seminars chairs




       Please give details of how you would like the room to be set out:




                                                                                       17
      The BCPC Seminars –                                                     Name/number of suite:

      Crop Science & Technology 2004

      Form C - Catering requirements: food
      Please ensure this form is returned by fax on +44 (0)141 287 7701 to Marika
      Forsgren using the included fax header by Monday 18th October at the latest.

                     (see Catering section on page 9 for prices)

 Date required .....................................(please copy this form for each day you require
 catering)

                                             Quantity       Times required        Special
                                              (no. of        (from / until)      requests
                                             people)
Breakfasts / pastries options
selected:




Canapés options selected:




Finger buffet Menu ….(insert letter)
Sandwiches options selected:




Breaks options selected:




                                                                                            18
                                                                                 Name / number of suite:

     The BCPC Seminars –
     Crop Science & Technology 2004

     Form D - Catering requirements: beverages
     Please ensure this form is returned by fax on +44 (0)141 287 7701 to Marika
     Forsgren using the included fax header by Monday 18th October at the latest.

                        (see Catering section on pages 7 -11 for prices)

Date required ...........................(please copy this form for each day you require catering)


                                             Quantity         Times required         Special
                                          (no. of people)      (from / until)       requests
  Tea / Coffee & biscuits


  Alcoholic options selected:


  Non-alcoholic options
  selected:


  Any other requirements
  (please specify):




                                     Service and staffing

                       Number required             Dates required           Times required
     Bar staff /
      waiters




                                   Details of requirements:




                                                                                               19
                                                               Name/number of suite:


The BCPC Seminars –
Crop Science & Technology 2004


Form E - Audio visual equipment
Please ensure this form is returned by fax on +44 (0)141 287 7701 to Marika
Forsgren using the included fax header by Monday 18th October at the latest.

                     (See page 12 for prices)

Date required………………(please copy form for each day you require a/v)




Equipment                               Quantity
OHP
Flipchart
TV and Video




                                                                               20
BCPC Seminars 2004 – Crop Science & Technology

Form F – Payment for services
Payment for all services outlined in this manual should be made direct to the
Milton at the time that the booking is made using the form below. Please note that
the hotel only accepts the following credit cards:

                   Visa/MasterCard/Diners/American Express/Switch

Please circle the applicable card type and complete the section below.

Card number

Expiry date

Cardholder’s name
(as it appears on card)

Please indicate if this is a personal or a company card.

Personal card                          Company card

Please note that for both personal and company cards we require the cardholder’s
address as given to the card company. Please give the complete address below:


                 Address:




                 Tel:

                 Fax:

                 Email:



                                     Total furniture Costs £
                            Total catering / staffing Costs £
                                 Total audio visual Costs £

                 Total amount due                          £

                 Signature :                               Date :


                                                                                 2
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