Regent's Park London
Telephone: 020 7034 4900

Organisers Handbook

Please find enclosed the RCP's Organisers handbook containing relevant information to assist in the planning of your event.

General Information

College information

Full postal address:
11 St Andrews Place
Regent’s Park
London
NW1 4LE

College opening hours

8am to 5pm with a 24 hour security – contactable at the main reception

Meetings & Events / Sales office

E-mail: events@rcplondon.ac.uk
Meetings & Events: 020 7034 4900
Website: www.rcpevents.co.uk

Green policy

The RCP is concerned about the environment and recognises that good environmental management must be an integral and fundamental part of its activities. As such, it encourages sustainability through recycling, reduction of water usage, energy efficiency, waste materials reduction and minimisation of carbon emissions footprint amongst its staff, suppliers and clients.

Access to the facilities

The RCP is open from 8am. If you require access prior, please advise your account manager of your arrival time. An additional charge of £100.00 is applicable for access before 7am and any catering requests before 8am. Please ensure that you vacate the rooms and registration area within the agreed time, as the rooms might be in use after your event.

Licenses

We are licensed to serve alcohol until midnight, with the exception of Sundays (until 10.30pm).
It is possible to extend the license, except Sundays, at an additional cost. The extension is subject to the London Borough of Camden Council approval providing at least six weeks’ notice is given. Music and dancing is licensed until 11pm Monday to Saturday and on Sundays until 10.30pm. As we are situated in a residential area, the music is monitored by a sound monitor throughout the evening.

Parking

A limited amount of car park spaces are available at the RCP and will be offered to organisers as priority and thereafter on a first come, first served basis at £25 per vehicle per day
• Parking fees are payable at reception on arrival, unless we have prior instructions to charge to the main account. All major credit cards are accepted except for American Express.
• Please see our location map for the NCP car park locations in the area. Pay and Display parking is also available around the perimeter of the park.
• The RCP is outside the congestion charge zone.

Toilets

Ladies’, gentlemen’s and accessible facilities are located on the lower ground level

Showers

One shower cubicle is available in both the ladies and gentlemen’s toilet

Climate control

The Climate Control system in all large rooms is computerised, so should you require the temperature to be changed, please alert your event manager or the main reception, who will page the technician on duty

Cloakroom

A staffed cloakroom is provided in the lower ground floor of the RCP. All delegates should be urged to use this rather than taking coats into the function rooms.

The cloakroom is manned from 9am until 5pm unless otherwise requested. Please note that for evening and weekend events as well as events of less than 80 people a charge may apply.

Photography

Special permission is required for all photographs, filming and video-taping within the RCP precincts.

If you are considering having your event video recoded, Action Video Services Limited would be happy to assist you. Please contact Philip Beasley on 0800 389 8730 or info-07@actionvideo.co.uk for further information.
Photography of your event can be provided by mpp image creation tel: 07771 824488 or miranda@mppimagecreation.com

Please note that the name ‘Royal College of Physicians’ or its logo may only be used to indicate where the meeting is located.

Flowers

Your account manager can arrange flowers for your event, or you can also contact Portland Florist directly on 020 7580 2050. Alternatively, you can arrange for your own florist.
Due to the historic nature of the building and the heritage within, no flowers are to be placed in front of portraits or can be attached to the walls or cages, or be placed near them. No pollen-heavy flowers or potted plants are to be put in the rooms, due to the risk of insect infestation and resinous fumes.

Portering

Porters are available to assist organisers, if required
This needs to be arranged in advance. Please see the tariff sheet for rates.

Reception

Reception is manned from 8am till 5pm Monday to Friday and, when required, on Saturday and Sunday. Reception can assist with the following:
• Business Services
• Local information
- Bank
- Post offices
- Hotels (The RCP has negotiated discounted
rates with local hotels)
- Attractions
- Restaurants
• Taxis (Please note that there are numerous black taxis available on Euston Road at any time of the day)

Accommodation

There is a good range of 3, 4 and 5 star hotels in close proximity to the RCP. Our recommended hotel booking agent has negotiated discounted rates with local hotels:

Mr Lloyd Harris
Hotel Reservations Limited
Tel: 01268 572003
Fax: 01268 572002
Email: Lloyd@hotelreservations.ltd.uk
Website: www.hotelreservations.ltd.uk

Security

We have 24 hour security
This is College security and as a general rule will not be responsible for the security at your event. Please provide your own security where necessary, or advise us in advance so that this can be arranged on your behalf (quotation on request).
• Organisations hiring facilities must ensure that all participants are issued with and wear name badges.
• The RCP cannot accept responsibility for any items lost or mislaid on the premises.
• All personal luggage should be left in the designated cloakroom to avoid any unnecessary security alerts. Any unattended items may be removed and destroyed.

Access and travel to the RCP

Access information

Transport

The RCP is easily accessible by all forms of transport:

By underground

• Regents Park Station – Bakerloo line(5 minutes walk)
• Great Portland Street Station – Circle, Metropolitan and City lines (5 minutes walk)
• Warren Street Station – Victoria and Northern lines (10 minutes walk)

By train

• Euston Station (15 minutes walk)
• King’s Cross station (5 minutes by taxi)
• St Pancras Station (5 minutes by taxi)
• Marylebone Station (5 minutes by taxi)

By car

Easy access via M40 and M1

By air

Heathrow: Express train from Heathrow Airport to Paddington Station, then 3 stops on the underground to Great Portland Street Station

Gatwick: Express train from Gatwick Airport to Victoria Station, then 3 stops to Warren Street Station

Stansted: Express train from Stansted Airport to Liverpool Street, then 5 stops to Great Portland Street Station

Access to the facilities

The RCP is open from 8am. If you require access prior, please advise your account manager of your arrival time. An additional charge of £100.00 is applicable for access before 7am and any catering requests before 8am. Please ensure that you vacate the rooms and registration area within the agreed time, as the rooms might be in use after your event.

Accessible facilities

The RCP has recently carried out extensive work to improve access for disabled visitors. This includes taking into account physical, sensory and other disabilities to all our users. Our event staff are disability aware and will work with the organiser to ensure that the event is inclusive. Please refer to our website for more details. It is the responsibility of the Organiser to inform the Meetings and Events staff of any attendees with additional requirements.
Assistance dogs are welcome.

Car parking

Disabled persons are very welcome to park their vehicles in the RCP car park, free of charge. Please notify the RCP in advance and a space will be allocated. Please also let us know if you require any assistance on your arrival at the RCP.

There are two designated parking bays just to the right of the car park, opposite the RCP entrance.

Accessible entrance into the building

The platform lift platform to enter the building is to the left of the entrance, to access the Lift platform follow the black rails.

At the door entrance to the RCP is an automatic door opening inwards, allowing direct access to reception and an internal platform lift.

Finding your way

Via the front entrance, on the reception level there is access to the reception desk, a platform lift and the Wolfson theatre wheelchair booths which are situated to the left and right of the Wolfson theatre entrance.
Accessing different levels in the building. There are six different levels in the RCP. They can be accessed either by using the platform lift, or the front service lifts. All lifts have tactile call buttons and an audible announcement of the level reached.

Hearing assistance systems

Induction loop systems are installed in both our theatres and in the main reception area. Portable induction loops can be provided in any of our meeting rooms on request.

Exhibitions

Please see our full exhibitor guidelines

Exhibitions

Organisers must submit a method statement and a risk assessment prior to the date of the event. This is particularly relevant for events where you are using your own AV or those who are setting up large exhibition stands, stages, moving large pieces of furniture, bringing in electrical items for use in RCP, etc.

Delivery & collection address
The RCP will only accept deliveries and collections between 8am and 5pm at the following address, only:
53 Albany Street
London NW1 4EB
(Please contact the backdoor staff for assistance)

Deliveries
The RCP will only accept deliveries marked with the following details:
Please address your deliveries as follows:
The Royal College of Physicians
Title of event
Name of contact at the venue (e.g. organiser/ exhibitor stand name and number)
Date of event
Delivery Address
Room the box needs to be on the day
Box (number) of (total number)

Collections
Please mark any items to be collected as follows:
Name of Company (receiving)
Title of event
Name of contact and telephone number
Date of event
Delivery Address (receiving)
Date of collection and by which courier company
Box (number) of (total number)

As storage is at a premium, please do not deliver items more than 24 hours prior to your event and collect them no later than 24 hours after your event. Any items left longer at the RCP may be destroyed.
All items stored are at your own risk and any items not labelled with return address will be disposed of. The RCP will not be responsible for any item sent by post or courier that gets lost or damaged or for any items left at the RCP after the event has taken place.

Emergency procedures

The fire alarm

• Is a continuous alarm bell.
• It is tested every Wednesday morning at 10am. If your meeting is on Wednesday morning, please warn your delegates. The alarm will sound for approximately 10/20 seconds, no action is to be taken.
Fire exits
• Are indicated prominently in all rooms and corridors.
• Please familiarise yourself and your delegates of those exits which are pertinent to your meeting room.
• Exits must not be obstructed.

The assembly point

• Is on the cobblestone area outside the Nash Terrace Houses, 1 – 8 St Andrews Place (the precinct).
• On arrival at the assembly point, please report to the incident controller, who will ask you to confirm that all your delegates are accounted for.

On hearing the alarm

• If the alarm continues for more than 20 seconds, start evacuating immediately.
• Evacuate those present quickly and quietly by the nearest fire exits.
• No one should stop to collect personal belongings.

First aid facilities

The RCP has its own first aiders and first aid facilities. These include a defibrillator and trauma trolley. All requests for first aid must go through reception please.

Tarrifs and business services

Business services

The RCP offers general business services, which are available via our reception (Current prices available on the tariff sheet enclosed).  There are also work stations including scanning, printing and photocopying facilities for delegates in our Welcome Library and resource centre located on the second floor.

Telephones and internet access
• All meeting rooms and registration desks have telephones, which can be opened for outside calls and direct dial (available on request)
• Wireless internet access is available in all meeting rooms and in public areas. Please contact reception for an access number. 

Faxing Inland – outgoing 1st page £2.00, thereafter £1.00 a page International – outgoing 1st page £3.00, thereafter £1.50 a page Incoming – 50p a page

WiFi complimentary

Printing 20p per page

Posting 1st and 2nd class post facilities are available at the current rate. Courier services are available on request.

hotocopying 20p per copy (black and white) 50p per copy (colour)

Telephone line £50.00 (includes cost of calls up to £50.00)

ISDN2e line £50.00 (includes cost of calls up to £50.00)

General services

Parking £25.00 per vehicle per day

Portering £25.00 per hour, per porter (minimum 4 hours)

Storage Prices on application

Additional services

Acetates £1.00

CD £1.50

Note pad & pens £2.00

Menu printing £1.00

Place name cards £0.50

RCP merchandise

Merchandise is available from Reception (price list available on request)