Henley Royal Regatta – Fawley Meadows Official Hospitality Village- Regatta Suite

Wednesday July 4, 2018 - Sunday July 8, 2018

Regatta Suite

We are delighted to welcome you to the Fawley Meadows Hospitality Village this year. Located on the riverside with views of the Course, Fawley Meadows combines entertaining with spectacular views of the Oxfordshire countryside; an idyllic scene for one of England’s summer season highlights. Treat corporate guests to rowing hospitality at the famous Regatta & experience corporate entertainment with a difference. Each year Henley on Thames is brought to life by the Regatta. The Regatta, first held in 1839, is a unique rowing event offering 250 world-class races over 5 days. The entrance to Fawley Meadows Hospitality Village is opposite SWISS FARM TOURING & CAMPING (Marlow Road, Henley RG9 2HY).

PROVISIONAL & SAMPLE PACKAGE CONTENT

• Car parking label, 1:4 guests booked (motorbikes to coaches). Entrance into Fawley Meadows official Hospitality Village – Full Package hospitality.

• Coffee & biscuits available for early morning arrivals.
• A welcoming glass of Pimms No.1 for guests arriving from 11:15 for 1 hr. Selected complimentary bar of beer, wine, 5 mainline house spirits, Champagne & soft drinks.
•Private tables for parties of 10 & 12 with smaller parties accommodated on a shared basis.
• Three course seated lunch, followed by coffee & petit fours.
• Sweet & savoury Afternoon Tea consisting of sandwiches, scones & cakes.
• Race programmes available (1:2).
•Optional River-boat cruise along the River Thames including a selected complimentary bar of beer, wine & soft drinks.
• Alfresco area outside the restaurant with occasional seating.

Further Information

Car park opens from 10:00.
From 10:30 Fawley Meadows Hospitality Village opens. Please ensure each guest has their REGATTA suite swing badge. Entrance will not be permitted without it.
– Please proceed to your suite check-in (Regatta Suite) and quote the hosts’ company name and you will be guided to your table by the Imperial hostesses. Morning coffee and biscuits are available for early
arrivals.
10:45 Optional river cruises commences*.
11:15 A welcoming glass of Pimms No.1 for guests arriving from 11.15 for 1hr. Selected complimentary bar opens of beer, wine, 5 mainline house spirits, Champagne and soft drinks open.
From 12:00 In the Regatta Suite a 3 course seated lunch service will commence, followed by coffee & petit fours.
15:30-17:00 Sweet & savoury afternoon tea is served to the table (which includes shared tables).
18:00 Bar closes and all guests vacate the hospitality village.
18:30 Car Parks close (vehicles cannot be left overnight).

By Train: Trains run frequently to Henley-on-Thames from London Paddington. During the Regatta there will be additional trains. Upon arrival at Henley-on-Regatta station, head for the town centre
and follow the yellow AA signs for Triangle FAWLEY MEADOWS (0.9 miles approximately 20 minute walk).

By Car: There will be a one-way system in operation around Henley-on-Thames for the Regatta and temporary signage will be in place on the approach road. The one-way system will change daily and you are advised to follow the road signs on arrival and departure.

By Taxi: You may want to save some local taxi firm numbers, as there will be very high demand during the week. New in 2016 was a ‘pop up’ local taxi rank which will be in operation on site to assist with guests departing. The venue is located on the Bucks not Berks side of the river, so please ensure your driver drops you off on the correct side. The only way to cross the river for Fawley Meadow hospitality guests is Henley Bridge in the town centre.

Ticket Collection: There is not a secure location for you to leave your events packs for your guests to pick up on the day. Should you be handing out on the morning you will have to go to the main greeting area each time and attach each swing to your guest.

We request that you dress on the smarter side of casual i.e. no jeans or trainers. However this is an outdoor event so please dress accordingly. Ladies are advised that high heels are NOT suitable footwear for the boats or lawn areas, wedges or flats are more appropriate. Umbrellas & sun cream are not available to purchase on site. Fancy dress is not permitted. There will be a daily prize for best dressed woman & brilliant blazer as nominated by your hostess. Should you have additional Stewards Enclosure accreditation, their dress code is much stricter, please check prior to travel.

Optional River Cruises

Should you wish to take advantage of the river cruise, they will take place during the morning and afternoons. A cruise booking desk is in operation in your marquee from morning check-in and reservations for your whole party will be STRICTLY taken on a first come, first-served basis. You will be issued with a boarding pass per guest showing which jetty you will depart from, we request that you arrive approximately 5 minutes prior to boat departure and present your individual boarding pass upon boarding the boat to the crew. Please keep your boarding passes safe as they cannot be reissued and we are unable to swap your
time once issued. No glass is allowed outside the white picket fence. There are conveniences on board. The cruise includes a selected complimentary bar of beer, wine and soft drinks. The complimentary bar on board is dependent of passenger & crew safety which is determined by the Captain. Please be advised that storage is limited on board so if a particular item is in high demand then we will be unable
to replenish until the end of that cruise. The Captain has the right to disembark any passenger as the health and safety of all guests and the vessel is paramount. The cruise is scheduled to last approximately 45mins to 1.5hr depending on day of the week, river traffic and weather conditions. If you have a boarding pass for one of the late afternoon cruises please ensure you have taken opportunity of afternoon tea prior to departure and that you have taken your belonging with you as the facility will close at 18.00.

Drink Upgrades: Cash bar facilities will be available for upgraded drink options not included as part of your package. Your hostess can assist you with this. CLOAKROOM: No left luggage facilities available on site.Please only bring the minimum you require for the day. Items left on table

Cloakroom: No left luggage facilities available on site.Please only bring the minimum you require for the day. Items left on table unattended are done so at owner’s risk.

Cash machines/ tobacco / betting/ phone charging : There are no facilities on site other than those in the town.

Fireworks: Historically, there is a display organised by a local charity independently from Imperial Corporate Events on Saturday evening only (21.00 approx).

Helipad: There is no helipad on the Fawley Meadows site.

Moorings: For further information contact the Regatta office. If you have your own skipper, a drop-off /collection can be requested for guests at Fawley. PRIVATE BOAT CHARTERS: We are unable to
assist you with private charter request pre or during the event.

Allergies/Intolerances/Wheelchair users: Should these be applicable to any of your invited guests, please complete & return the attached guest information grid to l.sachdev@imperial.events. The deadline for this information is 3 weeks prior to the start of the event. Best endeavour post deadline.

Event accreditation: Is dispatched approximately 5 to 7 days prior to the event, to your contracted ticket address, via Royal Mail Special Delivery, therefore a signature will be required upon receipt. If a signature is not available it is your responsibility to arrange re-delivery with the Royal Mail.

Change of ticket address: Should you wish for your accreditation to be sent to an alternative address, please advise us in writing no later than two weeks prior to the event to hayley@imperial.events, who will respond once actioned. Due to security reasons final event documentation will only be sent to addresses within Great Britain. If the contracted ticket address is overseas, your documentation won’t be sent until an alternative address is received.

Code of conduct: Please note drunkenness, rowdy, unruly, disruptive behaviour or intimidating other clients and or staff will NOT BE TOLERATED. Clients deemed under the influence of alcohol or drugs will not be permitted to enter the Fawley Meadows Site, will be ejected or disembarked without recompense and authorities alerted.

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