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

Wednesday July 4, 2018 - Sunday July 8, 2018

Thames 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). This information is designed on a provisional basis and can be subject to change.


  • Car parking label, 1 per 4 guests booked (for motorbikes to coaches). Entrance into Fawley Meadows official Hospitality Village – Experience Package Hospitality – Thames Suite.
  • Coffee available for early morning arrivals.
  • Selected complimentary bar including beer, wine & soft drinks.
  • Private tables for parties of 10 & 12 with smaller parties accommodated on a shared basis.
  • Hot & cold buffet luncheon, including carving stations.
  • Race programmes available.
  • Optional River- boat-cruise along the River Thames including a selected complimentary bar of beer, wine & soft drinks*.
  • Alfresco area with occasional seating.
  • Sweet afternoon tea available from the buffet stations.

Further Information

From 10:00
Car park opens
Fawley Meadows Hospitality Village opens. Please ensure each guest has their Thames suite swing badge. Please proceed to your suite check-in (Thames Suite) and quote the hosts’ company name. You will be guided to your table by the hostesses. Morning coffee available for early arrivals.
Optional river cruises commence*.
Selected complimentary bar opens of beer, wine and soft drinks open.
In the Thames Suite hot & cold buffet including carving stations open.
Sweet afternoon tea available from the buffet stations.
Bar closes and all guests vacate the hospitality village.
Car park closes (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.

DRESS CODE: 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.

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
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/
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 ICE on Saturday evening only (21.00 approx). HELIPAD: There is no helipad on the Fawley Meadows site.
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.
Provisional Racing Time Table
Wednesday: 0900 to 1920 (Heats x 88 races)
Thursday: 0900 to 1925 (Heats x 80 races)
Friday: 0830 to 1920 (Quarter Finals x 67 races)
Saturday: 1000 to 1900 (Semi Finals 44 races)
Sunday: 1130 to 1600 (Finals x 20 races) with prize giving at 1615.

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.

Imperial Corporate Events

Imperial Corporate Events