While no two conferences are the same, our years of experience at Royal Holloway have taught us some universal guidelines that will help you to plan your event at the College. If you have a question that has not been answered here, or you would like more information, please get in touch with our sales team.
How do I get to the College?
Directions by air, road and public transport can all be found on our getting here page.
Where can I find quick help and directions on campus?
There are two customer service receptions on campus, one in the Founder’s Building and one at the Hub. The Founder’s reception is open from 9am – 5pm, Monday to Friday. The Hub reception is open from 7am – 10pm daily.
During operating hours, our customer service staff members are happy to answer any questions about the campus, local area and to assist you with transport. Both receptions are manned by 24-hour security staff.
Is there a shop on campus?
If you’ve forgotten anything, feel free to visit our Union Shop, located in the centre of the campus, near The Hub and the accommodation in Tuke, Williamson and Bulter Buildings. It is open daily and stocks a wide selection of drinks, food and any essentials you may need. You can also find newspapers and magazines, toiletries, medicines, cards, stationery, stamps and mobile phone top-up options.
Opening hours (during our vacation period, when the majority of our conferences take place)
Monday – Friday: 08:00 – 17:00
Weekends: 09:30 – 13:30
Where will pre-arranged catering be served?
We offer a range of dining areas depending on your individual catering arrangements. Dining halls are located in the Founder’s Building and the Hub. Working lunches, buffets and receptions can be set up in many of our facilities. For sit-down banqueting requests, please contact your account executive.
Can special dietary requirements be accommodated?
Our catering team is able to prepare meals to suit any dietary requirements. There may be additional costs for food that needs to be prepared offsite. Please provide your account executive with accurate dietary requirements as far in advance as possible to ensure that we can provide for your delegates’ needs.
Are there any food and drink outlets?
In addition to any pre-arranged catering, your delegates are free to enjoy our on-site food and drink outlets.
The Boilerhouse Café offers a range of sandwiches, wraps and snacks, as well as Starbucks coffee, tea and speciality beverages. Vacation opening hours are Monday – Friday, 08:30 – 17:30.
The Crossland Suite looks over the beautiful South Quad of the Founder’s Building and offers a selection of breakfast items, homemade soups, salads, pizzas, cakes and pastries, as well as hot and cold drinks and a fully licensed bar. Vacation opening hours are Monday – Friday, 08:30 – 17:00.
The Crossland Suite can be made available to conference guests in the evenings and at weekends. To arrange access, please contact your account executive.
Are there any sport and fitness facilities?
Is there a cashpoint?
A hole-in-the-wall cashpoint is available 24 hours a day and is located outside The Windsor Building.
Are there on-site laundry facilities?
Cashless laundry facilities are available across the campus, operated by a top up card which can be purchased in each laundrette. Our customer service staff will be able to advise delegates of their nearest facility.
What if I become unwell or suffer an injury on campus?
We hope that you have a happy and healthy stay on campus. However, if you should become unwell or suffer an injury, there are several options. If there is an emergency, please call 999. The nearest Accident and Emergency department is at St Peter’s Hospital in Chertsey. For first aid enquiries only, the College has its own Health Centre situated in The Founder’s Building. It is open from 09:00 – 13:00 and 14:00 – 17:00 Monday to Friday. An out-of-hours answerphone will provide you with details of an on-call doctor, should you need medical assistance when the centre is closed.
Who will be my first point of contact during my conference or event?
Throughout your conference, you will be assisted by one of our dedicated conference assistants. They will be on hand to ensure the smooth running of your event and will be your first point of contact for any questions or issues that may arise during the day. Our conference assistants can assist with registration, are trained to operate our AV equipment and can provide your delegates with information and directions concerning the campus and general area.
Will there be AV facilities?
Are there Wi-Fi / IT facilities?
Can I print or photocopy conference materials on campus?
Yes. While we advise that you bring any hand outs, checklists or registration documents with you, we are able to provide printing and photocopying during the conference for an additional cost. This can be arranged through your conference assistant.
Does Royal Holloway produce signage?
Yes. Ahead of your arrival, we will produce and display directional signage around the campus, welcome signage for your given venue and information on how to connect to the campus Wi-Fi network. We are happy to incorporate any specific details into our signage templates, so please contact your account executive prior to arrival to make arrangements. Additionally, if you would like us to use a particular logo in our signage, please send a high-resolution copy to your account executive.
Will there be on-site parking?
Yes. Parking is available throughout the university vacation period. During this time you will not require a parking permit and your account executive will advise you of the closest car park to your facility. Delegates are free to park in any spaces on campus, provided they are not marked as reserved or for users with disabilities.
Coaches or mini-buses may require reservations. Please contact your account executive to make the necessary arrangements.
When will I have access to the conference facilities?
Standard access to the majority of our facilities is between 08:00 and 18:30. As many of our facilities have a centralised locking system, please let your account executive know prior to arrival if you require access outside of these hours.
Will you be able to take deliveries?
We are able to accept deliveries of conference materials on the agreed upon set-up day (either the day before the conference starts or the first day of the conference, depending on arrival time). Any deliveries must be arranged through consultation with your account executive.
Royal Holloway cannot accept responsibility for any deliveries which arrive outside of the agreed-upon time frame. All delivered materials must be removed from the conference facility on the final day of the conference, unless alternative arrangements have been made with your account executive in advance of the conference.
Up to 15 display boards are available for use within the Windsor Building. When clipped together there are 6 x 900mm x 600mm double-sided panels. Posters can be attached with Velcro loops. The boards are blue on one side and grey on the reverse.
Details of poster board hire companies are available from the Conference Office should you require additional, or specifically-sized boards.
If you are attaching posters or literature to the poster boards, we would recommend Velcro continuous hook tape which can be used on fabric covered display boards.
Can I store my luggage?
If residential delegates arrive before the 16.00 check-in time, advance arrangements can be made to provide luggage storage facilities. Royal Holloway is unable to accept responsibility for damage to or loss of any stored belongings.
What are the check-in and check-out times for 24-hour delegates?
On the day of your arrival, bedrooms will be available for check in from 16:00. On the day of departure, bedrooms must be vacated by 10.00.
What is included in my accommodation?
All of our bedrooms come fully furnished and are equipped with all the essentials you will need during your stay at Royal Holloway, including towels and linen. Tea and coffee facilities are located in communal pantries which also include a fridge, microwave, ironing board and iron.
Royal Holloway has invested heavily in the past decade to create an inclusive environment and our large 135 acre campus features many adaptations to minimise difficulties for all guests and visitors attending a wedding, conference or event.
Please take the information provided below as a guide and speak to our experienced team about any particular needs you may have. We are here to ensure your event is as hassle free as possible. If you have a particular difficulty when on campus, please let us know so that we can put this right for you.
There are wheelchair access ramps available for all of our main facilities including The Founder’s, Windsor, Arts and Moore Buildings. Temporary ramps are also available.
There are many accessible toilets located around the campus; a directory is located in each reception to highlight these facilities and the routes to them.
There are many accessible parking spaces located across the campus. For more information about these, please refer to the campus map.
All of our lecture and large seminar spaces are equipped with hearing loop systems as standard. We also have a number of portable systems on site.
Large print versions of all of our conference, banqueting and weddings brochures and menus are available upon request.
We offer a variety of disabled accommodation for guests; please ask the team about the different options available.
It is our aim to make our facilities as easy to use as possible. If there are any difficulties you experience when you visit, please let us know. Please call the Conference office on 01784 443045 to request further information about accessible routes around campus, or to find out more about our facilities.
The local area
Guests staying at Royal Holloway are spoilt for choice when it comes to visiting the local area. With fast connections to a variety of towns and cities, you are in the perfect location for exploring the area.
To get you started, here is a selection of our top tips of local things to see and do.
Egham and Englefield Green
Royal Holloway is located in the village of Englefield Green, which is a 10 minute walk away from the town Egham. You can also reach Egham via the College bus service.
Take a short walk to Runnymede to explore the attractive area of riverside meadows, grassland and woodland. Soak up the history of the area – King John signed the Magna Carta here in 1215 – and relax by the River Thames.
Alternatively, cycle, run or simply explore on foot the varied 4,800 acre landscape of Windsor Great Park. You can access the Great Park using an entrance which is just minutes away from Royal Holloway.
Feeling hungry? Englefield Green and Egham are home to a number of independent restaurants ranging from Indian to Italian and from traditional British pub food to modern cuisine.
A bus from just outside the College entrance takes approximately 15 minutes. Alternatively a train from Egham takes around 5 minutes.
Pay a visit to the recently renovated Two Rivers shopping complex or Elmsleigh Shopping Centre. These are home, together with the high street, to many of the big name chains, as well as small independent shops.
When you’ve finished shopping, why not catch the latest blockbuster at the modern 10 screen Vue cinema, sample one of the restaurants or have a drink at one of the modern bars on the Thames?
Those with a sense of adventure can also take in the thrills and sights of Thorpe Park. This theme park, with over 100 attractions and rides, is a short shuttle bus ride away from the town centre.
The bus from just outside the College entrance takes approximately 20 minutes. Alternatively, the energetic among you can take an hour long walk across Windsor Great Park.
Windsor Castle forms such a large part of the town you can’t miss it! If you’re interested in the history of Britain, it’s well worth paying the castle a visit. It’s the oldest and largest inhabited castle in the world and an official residence of Queen Elizabeth II. Explore the elaborately decorated state apartments which are open to visitors throughout the year.
Whether you prefer a meal and drink in a local pub, or modern cuisine and a glass of wine in a trendy bar, Windsor offers a great choice.
Art fans will love the Firestation Arts Centre. Located a five-minute walk away from the town centre, the venue’s eclectic programme takes in mainstream and international cinema, theatre productions, concerts showcasing upcoming bands, comedy and dance shows, as well as 2D art exhibitions.
Windsor is shopping heaven, whether you have a penchant for designer fashion, high street labels, department stores or more independent shops. All these sit side by side with smaller, specialist outlets.
Richmond upon Thames
The train runs regularly from Egham directly to Richmond upon Thames and takes approximately 20 minutes.
As the River Thames runs through the heart of Richmond, many visitors simply wander along the river taking in the picturesque view or visit the park, London’s largest, with herds of deer and views as far as St Paul’s Cathedral. It is also a great area for grabbing a bite to eat or doing a spot of shopping.
If you enjoyed Windsor castle and have time to explore more of the UK’s history, Richmond is home to Hampton Court Palace, which was built by Cardinal Wolsey, with well-maintained state apartments, landscaped gardens and a mind-boggling outdoor maze. You can also find out more about its former resident King Henry VIII and his six wives.
Trains run regularly from Egham directly to London Waterloo and take approximately 40 minutes. London is home to some of the world’s best sights and attractions from Buckingham Palace to the Tower of London.
London is well-known for its West End, with theatres staging international productions and bars and clubs providing plenty of options for a night out once the performance is over.
Oxford Street or Regent Street are likely to be your first stops on a big shopping trip, but make sure you include a visit to one of London’s markets if you’re looking for something really unique. Camden Lock and Spitalfields are two of the better known markets, and offer a range of clothing and crafts, while Borough Market, near London Bridge, is also a great option for lunch and picking up fresh produce.
London is one of the greenest capitals in the world, and if you fancy escaping from the busy streets, you won’t need to go far to find one of its many parks. These offer the opportunity for enjoyment, exploration, or simply a summer picnic with friends.
Trains run regularly from Egham directly to Reading and take approximately 40 minutes.
Reading’s largest shopping centre, the Oracle, is a natural starting point on any visit to the town. If you don’t fancy taking on the busy streets of London, it offers a great alternative. Located directly in the town centre, it boasts 110 stores as well as riverside eateries and a cinema.
Reading is also home to several venues, such as the Hexagon and the Concert Hall, which hold events to suit all interests and tastes from music and comedy to theatre.