State-of-the-Art Technology is now a 'must-have' for Event Organisers
Is new technology changing the way we run conferences and events? Will traditional presentations be replaced by podcasting and video-streaming? Will Q&A sessions be overtaken by web forums and online group discussions? Will video-conferencing and remote meetings replace face-to-face events, and so reduce the events industry's carbon footprint?
The straight answer is: probably not.
However the state-of-the-art technology that facilitates these new methods of communication is already requested - and expected - by clients who want it integrated into the package for their events.
There's no doubt that venues need to invest in the latest meetings technology to stay ahead of the game. Over the last few years, it has revolutionised all stages of the event planning process.
Take the start point as an example. All event information is now available online, as is registration. Turn-key solutions automate the registration process and go much further, providing data capture and e-marketing tools to maximise event attendance.
Remote demos are a regular occurrence. In the past we've all handed our cursors over to a wireless broadband engineer and watched them fix the bits we can't. Now the same software is being used to remotely demonstrate all manner of operations for training purposes at scheduled times over the net, to groups of delegates simultaneously; keynote speakers can be brought in via videoconference; venues can be connected worldwide and 'virtual delegates' can participate from anywhere using web-based communications technology.
Then there's wireless broadband. Delegates expect internet connectivity as standard when they attend meetings - it's as normal as flipcharts and coffee. Often delegates don't want to travel with their laptops and need to use work stations to access emails and keep in touch with their office and family.
At Conference Cambridge, which is the University of Cambridge's official, free venue finding service, we circulated over 2400 enquiries to the 35 venues we represent in the city over the last 12 months and found that technology is very near the top of the 'ask' list. At our recent Opendoors event, The Future of Meetings Technology, 97% of those surveyed said that technology would increasingly play a key part in future events.
Fortunately, many of our venues have seen the light and invested recently in state-of-the-art kit to help attract delegates. For example, at Downing College, an AMX multi-media presentation system was installed in May 2007, with simple controls providing rapid user confidence. A full-colour touch-sensitive screen presents the user with a well-thought out set of easy to understand controls at the lectern. Churchill College now offers interactive voting with the software being used in real-time to gauge views and determine required plans of actions form a meeting.
Our year round facility, The Møller Centre has installed the very latest high-speed wireless system which has only been available in the UK for a matter of months. The new 802.11 system is significantly faster than its predecessor, can handle more traffic, is more secure, more stable and has been designed to stream music and video.
Other favourites - now commonplace - are the use of memory sticks instead of literature and published papers and making the most of Vox Pops and Talking Heads on event websites, podcasts, pre and post event with playback on demand, which improves the sustainability of events and ticks all the boxes for holding green meetings.
Conference Cambridge
Opendoors
Conference Cambridge celebrates its 10th Anniversary in 2008 and to mark the occasion we've just launched Opendoors, an exciting programme of ten events, see below, which will give clients, new and old, the opportunity to take an in-depth look at the fantastic facilities we offer for conferences and events. And because we know it isn't always easy to justify time away from the office, each of our events has been tailored to relate to an aspect of event management that we hope you'll find useful.
Other events that are being planned are as follows. Please note they are subject to confirmation.
TBC - Cambridge Conferences, Culture & Crème Brulee - Magdalene College / Jesus College
April 2008 - The Latest AV Technology - Queens' College & the Pitt Building
May 2008 - Audience Diversity & International Audiences - St John's College
June 2008 - Faultless not Faulty - Fitzwilliam College & New Hall
August 2008 - A Taste of Cambridge - Downing College & Emmanuel College
August 2008 - Choosing the Right Speaker - Robinson College & Clare College
September 2008 - Security and Managing the Press - Trinity Hall & Gonville & Caius
November 2008 - Making Memorable Events - Corpus Christi College & St Catharine's College
If you have a particular interest in one of the subjects, please do get in touch.
Video Gallery
Visitors to our web site can now take a close look at some of our venues without leaving their office. Our new Video Gallery showcases several of the venues in our portfolio and allows browsers to view the rooms on offer. With a helpful commentary and a map to show location in relation to other venues this facility will prove invaluable to anyone who is looking for a venue within the University of Cambridge or the Colleges.
Conference Cambridge Wins National Award
Conference Cambridge has successfully achieved the Accredited in Meetings (AIM) award from the Meetings Industry Association (MIA) and was one of the first event organisations in the country to do so.
This stringent quality assurance accreditation required us to demonstrate compliance with MIA's Ten Point Code, which includes dealing with clients and suppliers in a professional manner, communicating in a clear and open way, taking accurate briefs, providing detailed quotations and complying with appropriate health and safety measures.
Online Accommodation Booking Service
We're pleased to announce that we will soon be offering an online accommodation booking service through our website. Many of the Colleges offer B&B during the vacation periods and this facility will allow guests to search for available rooms, book and pay online. Conference guests and organisers will also be able to use the facility to make individual or
group bookings for accommodation during a conference or meeting; this will be especially helpful when guests or delegates are expected to meet their own accommodation expenses. Watch this space?
Online Enquiry Form
Did you know that we can fast track your enquiries? If you have access to the internet you can complete our online enquiry form on our website and this will allow us to fast track your enquiry through our system, fielding it out to our venues in an instant. And we've just added a postcode facility to the enquiry form, which will save you having to enter address details making the process quicker still. However, we do still welcome your enquiries by email and by phone, as we realise that sometimes you may like to talk to one of us about your requirements you can be assured that any enquiries taken this way will be dealt with immediately too, it just won't be quite as fast as our online facility!
Need a support service?
Next time you need the services of a specialist at your event take a look at the Partners section of our website. You'll find the contact details of a whole host of associated services from AV suppliers to Cambridge tour guides; musicians to florists; event planners to conference organisers, indeed everything you might require to make your event a success.
Do you have an event specific service to promote?
If you're a supplier to the events industry and your details aren't already on our site, get in touch and we send you details of how to include your company; over 250 unique browsers visit our site every day, so it's a great way to get your company name out there and increase your exposure on the web.
Venues
Downing College
Downing College has started work on a new 184-seat green theatre. A £7.2 million donation from The Howard Foundation is funding the construction of the Howard Theatre; an environmentally sustainable building designed by Quinlan and Francis Terry LLP Architects.
The building will use ground-source technology to provide heating and cooling, solar panels to generate hot water and 'harvested' rainwater for the building and surrounding landscaping. Made of stone, it is designed specifically to minimise heat loss and reduce noise pollution. Due to open in 2009, the classical characteristics of Downing College will be combined with the very latest in technology resulting in a theatre that is sure to become one of the finest in Cambridge; offering fabulous facilities for conferences and events.
Fitzwilliam College
Fitzwilliam College upgraded 85 bedrooms in New Court to en suite over the summer and the rooms are now available to conference guests during the University's vacation periods. The College can now offer a total of 175 en suite bedrooms and a further 98 semi- en suite rooms. New Court, opened in 1986, provides guests with greater degree of comfort and spaciousness and the excellent design of both the building and the bedrooms makes it a popular choice with both students and conference guests alike.
Westminster College
Westminster College recently announced a new addition to their excellent dining facilities. The Lodge Dining Room, an exclusive venue situated in the Principal's private residence is now available for bookings. The room can sit up to 14 for dinner and is decorated in duck egg blue panelling with antique Victorian furnishings. It also has a working fireplace, which can be lit on request. The Principal's Lodge can only be accessed via the College, so it's perfect for guests who are looking for privacy and seclusion.
Clare College
Clare College are currently building an exciting new conference centre, due for completion in December 2008, the development will also house a 150-seater auditorium and 3 breakout rooms with seating for between 30–150 delegates as well as 35 en suite executive bedrooms. A foyer and reception area, suitable for up to 150 delegates, will provide a focal point for refreshment breaks and buffet lunches. In the best of Cambridge college traditions, the building will create a new court and landscaped space, where guests will also be able to enjoy relaxing breaks in the warmer weather.
The primary wing of the L-shaped building, by van Heyningen and Haward architects, will house the state-of-the-art conference centre with an underground, 150-seater auditorium for lectures and presentations.
On the ground floor, a spacious, light-filled, double-aspect foyer with a portico and terrace extending out into the court will provide an excellent space for refreshment breaks, buffet lunches, receptions and informal dining. Adjacent to the foyer, a generous seminar room seating up to forty, and a conference organisers' office will supplement the facilities in the main conference centre.
The entire first floor is occupied by a double-height conference suite with a folding, acoustic screen wall allowing the space to be divided into two seminar rooms, comfortably seating up to 150 delegates. The conference centre will be fully-equipped with the latest in audio-visual technology.
The 34 executive en suite rooms will be finished to the highest specification including a flat screen television and WiFi.
St John’s College
St John's College recently opened their new refurbished Buttery Dining Room and with chairs made from recycled German car batteries, hand-made Oak tables and a custom-made servery counter, it's certainly proving a hit with both students and conference guests alike. In addition, the College can now offer an increased number of en suite bedrooms to conference guests during the University's vacation, and more are planned for 2008.
Other changes include the addition of two new staff members, who have joined the Catering and Conference Department; Mr James Wocha is now Wines & Provisions Manager and Mons Jean Pierre Laurent, who has come from the Intercontinental Hotel in London, joins the team as the new Deputy Fellows Butler. All staff at St John's undergo extensive training and over the past few months representatives from the catering and conference team have attended a Japanese cookery course by the world-renowned Japanese chef Reiko Hara; two chefs visited the Emirates Academy in Dubai and one chef, a former Apprentice of the Year at Cambridge Regional College, went to work in a five star hotel in London for a few days. In a continuing programme staff also attend Advanced and Intermediate Food Hygiene courses.
Additional plans are in place for an extensive programme of upgrades throughout the next 3-4 years, which will only enhance the reputation of St John's College as a premier venue for conferences and meetings.
Newnham College
Newnham College opened the doors of its new development at the end of May. A new Buttery together with the Lucia Windsor room (a meeting and function room) have been designed to complement the original Victorian buildings of warm red brick and white woodwork, which are grouped around the College's extensive gardens.
The Lucia Windsor Room, which is situated above the Buttery is a versatile, flat-floored space, which can be sub-divided into two rooms by means of solid oak folding panels. Equipped with the very latest in AV, the room can accommodate groups of 100 theatre style or 150 for receptions. Dividing the room into two creates a more intimate setting, which is perfect for smaller groups and private dining. With a tempered air system, WiFi, controllable variable lighting and disabled access the room is suitable for a range of events from conferences to seminars; private dining to wedding ceremonies. Outside the room there is an elegant foyer area which can be used for registration and refreshments.
The Buttery, sited on Sidgwick Avenue, has wonderful etched windows which can be seen from the road; they flood the room with natural light creating a pleasant and airy atmosphere. Seating is an eclectic mix of contemporary leather sofas and beech dining chairs and the room is decorated in neutral shades with magenta accents. A flat screen TV displays notices, information/news and WiFi can be accessed throughout. The servery area is fully equipped with a chiller counter, salad bar and hot food counter. Guests can also enjoy self-service, 24 hour facilities for drinks and snacks.
Free WiFi at Robinson College
Although it seems like WiFi is all around us, getting it right and ensuring a robust service takes some time to get right. At Robinson College, Cambridge they have done just that, initially with installations in all their meeting rooms, and now over the last couple of months, fine tuning to ensure that internet access for delegates in the plenary meeting theatres is as reliable as it can be. And what's more, they are now offering the service free of charge. Wireless could still be considered to be in its infancy and to ensure reliability can prove costly. It's not entirely surprising therefore that many hotels and conference venues find it necessary to pass the cost on to guests and delegates. It's almost a case of you get what you pay for and there is no doubt that some "high street" WiFi access points do leave something to be desired - easy access but potentially poor security. So it is all the more remarkable that Robinson boast about getting this right - they are currently upgrading to new, state of the art Cisco switches and will continue to offer the service at no extra cost.
"Delegates expect access to the internet and e-mails as a routine these days - just as basic and fundamental as tea and coffee", said Nick Milne, conference manager at Robinson. "In 2005 we introduced wired access in all our bedrooms and now we have wireless in all our meeting rooms and communal areas".
Cambridge Colleges Chefs' Challenge
Our Colleges are renowned the world over for their fine dining, and the College Chefs, never keen to rest on their laurels, displayed their talents and expertise once again in this years College Chefs' Challenge held at Girton College. The competition put catering teams head to head in a series of classes including a Starter, Main, Vegetarian and Sweet Class with younger chefs competing in a under 21s class. All in all, 105 dishes were produced by catering teams from 15 Colleges and the University Centre
Competition between the college teams was intense; in fact a father and daughter even competed against each other in the Sweet Class. Nigel Tumber, deputy Head Chef at Sidney Sussex took a Gold and Best in Class for his Poached Pear with Pomegranate served with Lime Scented Pannecotta, beating his daughter Abigail, the youngest chef in the competition, who also works at Sidney Sussex.
Dishes were judged by a team of eight experts, drawn from both academic and corporate catering establishments. Jonny Bridgeman from Sidney Sussex won a Gold as well as Best in Class and Best Overall Dish for his main course, Tea Smoked Suffolk Pork served with Parsnip Crisp and Red Wine Jus.
The coveted Steward's Cup, awarded to the best overall performance, went to the catering team from Sidney Sussex.
Partners
Hampers of Cambridge Ltd.
Hampers of Cambridge Ltd, a local company based in Fenstanton, supply hampers and fine food gifts throughout the year. Corporate gifts and incentives are a speciality and for conferences and events they offer a bespoke service; clients are able to specify the content of the hamper or gift, and they would be happy to suggest items to match a theme or an occasion. Whether you need gifts for a large number of delegates or a single gift for family, friends or staff, Hampers of Cambridge Ltd. will be happy to discuss your requirements and work with you to deliver the hampers or gifts to your event or individual recipient.
To find out more visit their web site www.hampersofcambridge.co.uk
Hampers of Cambridge Ltd can also be contacted on 01480 495861 or email info@hampersofcambridge.co.uk.
Cambridge Media
Cambridge Media specialises in creating high quality podcasts, internet broadcasts, and recording of events, especially developed for conference and public lectures, and industry presentations.
Services include:
- Digital video-recording of events using a TV-style multi-camera setup
- Production of news reels and promotional videos
- Live internet broadcasting and podcasting
- Combined video broadcasts and video conferencing, for virtual conference
- contributions and global partnerships
- Guidance and strategic advice on the effective use of video for promotional activities and for training purposes
Please contact Cambridge Media, or call Lucy Capewell on 01223 765378 for further information.
Events
Opendoors at The Møller Centre and Churchill College
On Friday 26 October 2007, we hosted the first in the series of our Opendoors events at The Møller Centre and Churchill College, to celebrate 10 years of Conference Cambridge and to promote the Cambridge Colleges as venues for any kind of event.
The event was exceptionally well attended and over 30 guests enjoyed a luxurious breakfast, including mini scrambled eggs on toast, smoked salmon, the best coffee, smoothies and the most amazing display of fruits in the Tower Lounge, before exploring the venues.
The audience comprised of guests from many sectors including agents, corporates, associations and government offices which made for a lively mix.
Technology demonstrations in the new collaborative learning environment were very interesting and included interactive white board, podcasting and video-conferencing technology, in addition to the environmental control systems in the rooms themselves.
The guest speaker, Richard John was very well received, he gave a dynamic presentation on The Latest Meetings Technology and guests were then invited to participate in a 'Who Wants to be a Millionaire' experience to demonstrate the ease with which vote-casting technology can be integrated into meetings.
At the end of the morning, one lucky guest, Mr Robert Corfe, was presented with a luxury hamper, full of College gifts.
A podcast of the presentation is available for interested browsers.
Our thanks go to all our visitors, some of whom travelled quite a distance to spend the day with us, to the venues for their hospitality and to Margolis and Cambridge Media for their technical support.
We'll be hosting further events in the New Year, which we hope you'll be able to make!
Here are a few of the comments from guests who attended the day:
'I found it very interesting - I thought the technology demonstrations were very useful and the final speaker was very good'.
Anna Vining, Jill Rogers Associates
'A really interesting and well run morning. Both the tour round and the presentations were very interesting and well organised and the technology quite staggering'.
Joy Montmorency, Executive Chairman, Association for Conferences and Events (ACE)
'The event was very well structured and the IT demonstrations extremely useful in that they gave our organisation possibilities for events that we had not previously considered'.
Amber Threapleton, Events & Administration Officer, Social Enterprise East of England
Picture shows (L-R) Sheena Bridgman of Churchill College, Trish Tweddle of Anglian Water and Richard John, Keynote Speaker on the day of RJA.
Happy Clients
We have an ever expanding portfolio of happy clients, here are a few of their comments:
'Good prompt service with a very helpful website for cross-checking details.'
Lucy Brock, Greater Cambridge Partnership, Cambridge.
'Thank you so very much for your extensive reply to my email - I am amazed at such a wonderful service! Very efficient... thanks so much.'
Janette Ferriday, Morgan Ashurst plc, Cambridge
'May I take this opportunity to commend you and your team on the service provided. I am constantly amazed at how efficiently your system works.'
Esther Haworth, Centre for the Study of Jewish Christian Relations, Cambridge
'I write to confirm that we have found a suitable venue to hold our office luncheon in December. This has been booked and confirmed. I would like to take this opportunity to thank you for your assistance in responding to my enquiry so promptly, and due to the efficient service, we have found a suitable venue within a matter of days.'
Ully-Lange Orobor, Legal Services Commission, Cambridge
'The response we got was excellent... I have recommended a venue to my client and they will be in direct touch with them, and I look forward to a satisfactory conclusion and being in Cambridge in December. Thank you for your help. I was most impressed by the whole process.'
Peter Neall, Neall Scott Partnership, Leighton Buzzard, Bedfordshire
Special Offers
Christmas Special from Robinson
Robinson College is offering:
- A 24 hour delegate rate from 99 plus VAT (standard rate is usually £128 plus VAT) for conferences held between Monday 3 December 2007 to Friday 11 January 2008.
- A special rate 8 hour delegate rates from £35 plus VAT (standard rate normally £42 plus VAT) for conferences held between Monday 3 December to Friday 29 February 2008.
The 24 hour rate includes:
- Plenary Conference Room plus Breakout Rooms - all with A/V equipment and technician; new for 2007, free wireless internet access
- Accommodation in single room - including wired internet access
- Outstanding Catering - morning and afternoon refreshments, cooked breakfast, buffet lunch and 3 course served dinner (including coffee, menus, flowers and mineral water)
The 8 hour delegate rate includes:
- Plenary Conference Room plus Breakout Rooms - all with A/V equipment and technician; new for 2007, free wireless internet access
- Outstanding Catering - morning and afternoon refreshments, buffet lunch (including coffee, menus, flowers, mineral water)
To find out more call Robinson College, Cambridge - 01223 332859 or email: conference@robinson.cam.ac.uk
Special New Year offers for Day Meetings at Cripps Court, Magdalene College
Cripps Court is the award winning meeting venue situated at Magdalene College in Cambridge. The new centre boasts an auditorium seating 142, a stunning oak beamed gallery for informal dining, five attractive seminar rooms, a large foyer with exhibition space and a computer room - all with full disabled access. Cripps Court is open all year round and is an ideal venue for companies wishing to hold a range of events in beautiful and stylish surroundings.
As a special New Year promotion, we are offering clients a complimentary continental breakfast on arrival comprising of croissants, Danish pastries, muffins, tea, coffee and orange juice. In addition clients will be treated to a delicious afternoon cream tea. This offer applies to events taking place in January and February 2008.
This offer applies to our Day Delegate Rate and is for a minimum of 10 people. The Day Delegate Rate includes the hire of one of our meeting rooms (including a screen, 35mm projector, OHP and flipchart), morning tea, coffee and biscuits, a buffet style lunch, afternoon tea, coffee and biscuits, bottled water for the speakers table and service charge. Terms and conditions apply and prices are subject to the addition of VAT (where applicable).
For availability and bookings please telephone the conference office on 01223 332138 or email conferences@magd.cam.ac.uk
Please don't hesitate to contact Conference Cambridge with any questions or comments.
T: 01223 740578 | F: 01223 740580 | E: enquiries@conferencecambridge.com
T: 01223 740578
