FAQs


Most of the University buildings do not have air conditioning.
A data projector and screen are available in each meeting room. Additional equipment and technical support can be booked through your co-ordinator.
You must provide participants with a conference badge to be worn throughout the event for both security and catering purposes. Please note that anyone without a badge will be turned away from catering venues and bars, so please emphasise to your guests the importance of wearing their badges at all times.
All bedrooms are single occupancy and ensuite rooms include – shower, toilet, washbasin, 13-amp socket, shaver point, two towels, soap, hairdryer and tea and coffee making facility, standard rooms include washbasin, 13-amp socket, shaver point, two towels, soap, and tea and coffee making facility.  Additional supplies and basic toiletries  are available from the College Receptions for a donation to Jessie’s Fund, a local charity we support.
There are a variety of cafes on campus, all owned and managed by the University.  For opening times please go to york.ac.uk/food-and-bars/opening-times
The University is a community with many members of staff and students living and working on campus throughout the year. Please keep noise to a minimum between 2300 and 0700 and show respect for others.
Cash machines/Santander Branch – Market Square, Vanbrugh College and James College.
Bedrooms are ready from 14:00, please check out by 09:30.
Coaches can be parked on campus in pre-booked, specific bays. Please liaise with your co-ordinator.
Attached to each residential block there is a bike store. Access is with the bedroom swipecard.
If you are arranging for a courier to deliver or collect any items to or from the Exhibition Centre please liaise with your co-ordinator prior to the event. Due to limited storage space available, we can only accept deliveries one day prior to the start of your event and all material should be taken away with you at the end of your event. York Conferences at the University of York accepts no responsibility for any loss or damage to items brought on or left on the premises. We strongly recommend you take out appropriate insurance cover.

Items that are being delivered in advance of the exhibition must be delivered no more than one day before the event. Please ask your co-ordinator for the relevant address.

We can cater for a wide variety of diets – our Chefs are happy to liaise direct with delegates and ascertain what they can eat. Please flag up any requests as soon as possible. Vegetarian options are available at each cafeteria mealtime as standard – please pre-book for a conference dinner.
(please also see our Allergen Statement)
york.ac.uk/food-and-bars/about-our-food
Getting to York is easy from anywhere in the world. We have great rail links, easy access to major road networks and short travel time to international airports.

Our main campus is in Heslington, in the south-east of York, within walking distance or a short bus ride from the city centre. We also have a smaller site in the heart of the city, King’s Manor.

With the exception of guide or assistance dogs, delegates are not permitted to bring dogs onto campus. Should any dogs be found unsupervised in vehicles, with the welfare of the dog paramount, the University reserves the right to remove the animal by whatever means necessary.
We can host a variety of types and sizes of exhibitions in our purpose built 900 sqm Exhibition Centre in the centre of campus. Please ask your co-ordinator for further information.
Your feedback is vital to us – to assist us in maintaining what we do well and adjusting areas where we can improve. Please fill in our on-line feedback form or pass your feedback directly to a member of staff.
york.ac.uk/admin/dfm/feedback
Each meeting room and bedroom on campus has a notice detailing what to do in case of fire, please familiarise yourself with emergency exits and fire assembly points. Alarms are routinely tested and sound for approximately 10 secs, alarms lasting longer than this indicate the building must be immediately evacuated.
While it is not a legal requirement for you to provide first aid cover for your event, we recommend you do so as we have limited first aid support on campus for conference guests; our Security staff will call an ambulance in the case of an emergency. Security personnel and College Receptionists are first aid trained.

If an ambulance is required whilst you are on campus, dial 3333 from any internal telephone (or 01904 323333) to contact the University Security Centre. They will call an ambulance and be able to assist the ambulance getting to the correct location on campus. The nearest Accident & Emergency Department is at York Hospital, Wigginton Road (telephone: (01904) 631313) the Walk In Centre is based at the hospital.

You will be entirely responsible for any damage caused to University property or injury to persons as a result of your booking. You are recommended to take out insurance and to familiarise yourself with our Terms and Conditions under which your contract with us is based.
There are two free wifi connections available to visitors to campus – Eduroam for those visitors from other Universities; CityConnectWifi for all other visitors. Connection for CityConnectWifi is via a social media account or by completing a short web-form.
We strive to use locally produced fruit and vegetables from within the Yorkshire region, taking into account seasonality and availability.

We use a local York based catering butcher who sources his meat from Yorkshire markets. We only use meat of British origin, no imported or frozen meat. Bakery and dairy products are sourced from within Yorkshire.

Our fish supplier is based in Humberside – our cod is MSC Iceland sourced, haddock is MSC Scottish North East or North East Arctic sourced, tuna is line caught and salmon is farmed salmon.

We have a variety of menus available in our restaurants – please ask your co-ordinator for these.
We have limited parking on campus so recommend visitors use public transport. Parking for visitors is only available in designated Pay and Display car parks on campus. Charges apply between 0800 -1800 Mon-Fri and free after 1800 and Sat and Sun. Please avoid using staff car parks or undesignated area as parking attendants are on campus and parking tickets may be issued.
Heslington West – YO10 5DD

Heslington East – YO19 5LA

We recommend you view the Maps and Directions page on the University website.

The majority of college receptions are open 24 hours, please liaise with your co-ordinator over specific reception opening times.
Security staff are on duty 24-hours a day, 7-days a week. Should you need to contact them in an emergency, please call the Security Centre on (01904) 32(3333) or pick up the telephone at the College Reception which is linked to the Security Centre. Do not leave luggage and bags unattended, any unclaimed baggage may be considered a security threat and will be removed.
The University is fully signed with external signs. If you wish to put up additional signs, please use only blutak and not tape. Please remove any signs when you leave campus, any damage will be charged for. We have plasma screen signage available in the Exhibition Centre and Spring Lane Building, please speak to your co-ordinator about the use of these.
York Conferences guests can enjoy free use of York Sport Village on Campus East and York Sport Centre on Campus West.

York Sport Village usage includes:

  • 120 station fitness suite
  • 8 lane 25 metre swimming pool
  • over 75 fitness classes per week
  • health suite including sauna, steam room and spa pool
  • call 01904 325751 for further information

York Sport Centre usage includes:

  • cardio suite
  • strength and conditioning suite
  • 15 classes per week
  • call 01904 323855 for further information

As a conference guest you get free use of the facilities listed above for the Sport Village and Sport Centre. All other facilities such as 3G pitches, cycling, tennis, badminton or squash are available on a pay as you go basis. Please note that all visitors must complete a PARQ and waiver form before using the fitness suites and fitness classes. For further information about our campus sport and leisure facilities, please visit www.york-sport.com

The University’s approved taxi company is Streamline 01904 656565
We can provide bottled water in your meeting rooms. Please liaise with your co-ordinator over your requirements.
In line with the University’s Disability Policy, we aim to provide services which are accessible to conference guests. All our service facilities are at ground floor level, wheelchair lifts are provided in café bars that have split level customer seating areas. We have a limited number of bedrooms suitable for wheelchair users on campus. Please discuss requirements with your co-ordinator.
We have a comprehensive and interesting wine list available to compliment your dining, please ask your co-ordinator for a copy.

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