A data projector and screen are available in each meeting room. Additional equipment and technical support can be booked through your co-ordinator. Technical support and onsite equipment is included in your day delegate and 24hr rates.

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. If you would like to order conference badges with us, please enquire with your conference co-ordinator.

James, Vanbrugh and Alcuin bedrooms are single occupancy.  Ensuite rooms in these colleges include: shower, toilet, washbasin, 13-amp socket, shaver point, two towels, soap, hairdryer and tea and coffee making facility. Standard rooms in these colleges 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 our local charity, Jessie’s Fund.

Franklin House is our year round B&B, offering single and double rooms. All the rooms in Franklin House are ensuite and have televisions in addition to the facilities above.

Attached to each residential block there is a bike store. Access is with the bedroom swipecard.

We can provide bottled water in your meeting rooms. Please liaise with your co-ordinator over your requirements.

There are cash machines and a Santander bank at Market Square on Campus West. Additionally, all Nisa's on campus now offer cashback, and all catering outlets accept card payments. 

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 11.00pm and 7.00am and show respect for others.

Bedrooms are ready from 2.00pm, please check out by 9:30am.

Coaches can be parked on campus in pre-booked, specific bays. Please liaise with your co-ordinator. 

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 directly 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. For more information visit: york.ac.uk/eatatyork/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 two city centre sites, Kings Manor and The Guildhall.

With the exception of guide or assistance dogs, delegates are not permitted to bring dogs onto campus. Should any dog(s) be found unsupervised in vehicles, with the welfare of the dog(s) paramount, the University reserves the right to remove the animal(s) 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 maintain 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.

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. 

Once the initial call/request has been made to either 999 or NHS 101, inform Security Services without delay to allow them to meet or guide the emergency services to the scene. For non-emergency medical support (First Aid) and in all cases please ensure that the Security Services are informed on either 01904 324444 or 01904 323333. 

You will be entirely responsible for any damage caused to University property or injury to persons as a result of your booking. You must take out public liability insurance up to £5million and 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, and do not use 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.

Please ask your conference co-ordinator for our latest menus. All our food is sustainably sourced and we reduce food waste through our FeedBelliesNotBins scheme. There are also a range of outlets open on campus which you can visit without pre-booking. Find the opening times here.

We have limited parking on campus, so we recommend visitors use public transport. Parking for visitors is only available in designated Pay and Display car parks on campus. Charges apply between 8.00am to 6.00pm Monday – Friday. Parking is free on Saturday and Sunday. Conference organisers can order permits in advance on sale or return, or allow delegates to pay and display (this can be done in advance through Paysmarti). Please avoid using staff car parks or undesignated areas as parking attendants are on campus and parking tickets may be issued. 

For those attending King's Manor and The Guildhall, please note that there is no parking available. Click here to find out about parking in York.

The postal address for York Conferences is YO10 5DD, but if you are arranging couriers, please check which delivery address you need to include in your exhibitor pack with your conference co-ordinator . If you are driving onto site, please enter the following options into your sat nav / google maps:

Car Park South and West (Exhibition Centre, James College and York Sport Centre) - James College, YO10 5DD

Central Car Park (Central Hall, Spring Lane and Vanbrugh College) - University Road, YO10 5DD

Field Lane or Kimberlow Car Parks - Campus East including Ron Cooke Hub and Piazza - Field Lane Car Park YO10 5GY

King's Manor Car Park - Exhibition Square. York, YO1 7EP

The Guildhall - St. Martins Courtyard, Coney St. York, YO1 9QL

Vanbrugh reception is the University's 24 hour reception. Please liaise with your coordinator 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 323333 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
• Dedicated Group Cycle studio
• Health suite including sauna, and spa pool

Call 01904 325751 for further information

York Sport Centre usage includes:

• Cardio suite
• Strength and conditioning suite
• TeamBeats fitness classes

Call 01904 323855 for further information

As a conference guest you get free use of the facilities listed above for York Sport Village and York 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 you will need to check in at our reception on arrival and you'll be asked to present proof of conference attendance with your conference lanyard, badge or e-ticket.

All visitors must complete a PAR-Q 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 Taxis - 01904 656565.

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.