CONFERENCE INFORMATION PACK To make an enquiry or contact our Conference team please call 01509 672518 or Email: conference@yewlodgehotel.co.uk Best Western Premier Yew Lodge Hotel, Packington Hill, Kegworth, Derby, DE74 2DF
Why Choose Best Western Premier Yew Lodge Hotel? Ideally located just minutes from Junction 24 of the M1, close to the M42, East Midlands Airport and East Midlands Parkway Station, Best Western Premier offers both four star facilities and service in the comfort of this modern and well equipped hotel. Easily accessible by plane, train or car, the hotel is the perfect venue for meetings, conferences, training and other events. The conference entrance welcomes delegates into the Ebony Lounge, where refreshments can be enjoyed in the relaxing surroundings. With a range of flexible meeting spaces with air conditioning, comfortable furniture, modern equipment plus plasma screen televisions in the Board Rooms, whether you are looking for a meeting for 2 or 320 there is a room to meet your requirements. The Hotel 24 Hour reception Marco s New York Italian restaurant by Marco Pierre White 17 conference/meeting rooms, most with air conditioning Elegant Ebony Lounge with function bar and central refreshment station 188 Free car parking spaces Free Wi-Fi throughout the hotel Beautifully landscaped garden Stunning Reeds Health Club & Spa onsite Bedrooms 114 ensuite bedrooms, all non-smoking Choice of Standard, Executive and Superior bedrooms Rooms designed for guests with disabilities New 32 inch smart televisions in all rooms Laptop safe Hair dryer, Trouser Press, Desk Fans in all rooms Triple locked doors with spy hole and lockable windows Ironing facilities in all bedrooms Additional benefits for BEST WESTERN Rewards Card Holders Inter-connecting / family rooms Tea and coffee hospitality drinks trays Luxury robe and slippers for use during your stay Contact us directly for the very best accommodation rates Reeds Health Club & Spa If you are looking for that ultimate workout, total relaxation or simply a place to meet and enjoy your precious leisure hours, Reeds is without a doubt the place to be. The pool offers the choice of a gentle swim or an invigorating workout. Enjoy the steam cabin with feature lighting and relaxing essences or To make To an make enquiry an enquiry or contact or our contact our Conference Conference Team please Team call please 01509 call 686501 01509 or 686501 or the sauna and ice fountain. The feature showers offer the choice of tropical rain, icy douche, waterfall or massage, plus enjoy relaxing foot spas, superb hot tub/spa and stunning changing facilities. The fitness suite has the very latest cardio vascular equipment with a range of free weights promoting fitness, health and well being at every level. Email: conference@yewlodgehotel.co.uk Email: Conference Organisers and delegates can be booked in one of our three beauty treatment rooms for a choice of relaxing and rejuvenating treatments.
Conference Packages DAY DELEGATE PACKAGE RESIDENTIAL PACKAGE Meeting room with fully presented conference tables including; pad, pen, bottle water and wrapped sweets and name cards Flip chart stand, pad and coloured pens plus speaker phone LCD Screen and projector or plasma screen television (where applicable) FREE high-speed, WIFI access for all delegates FREE onsite car parking with 188 spaces Unlimited servings of coffee, teas, herbal infusions, water and hydration station, breakfast bars, cakes throughout the day plus fresh fruit Choice of lunch options including two course buffet in Marco s New York Italian by Marco Pierre White Full room service during lunch break Dedicated point of contact to assist you throughout the day As per the day delegate package plus the following: A three course dinner at Marco s New York Italian by Marco Pierre White An ensuite bedroom with desk, WIFI and facilities listed above A full English or Continental breakfast served at Marco s New York Italian by Marco Pierre White Complimentary use of Reeds Health Club & Spa ORGANISER UPGRADE Subject to availability: Early check in with free newspaper Upgraded bedroom Late checkout Ask about our shuttle service to and from East Midlands Airport and East Midlands Parkway Station CONFERENCE LUNCH OPTIONS Day Delegate and Residential packages lunch is as follows: Two Course Hot and Cold Buffet Lunch at Marco s New York Italian by Marco Pierre White Other lunch options include: Assorted Sandwiches and Potato Wedges Business Lunch- Hot and cold finger buffet Two or Three Course Lunch at Marco s New York Italian restaurant* *Supplements apply
Conferences with Personality Create an event that will be remembered by adding any of the following to your package. These items are available at an additional charge; please contact us for individual prices: ON ARRIVAL Breakfast rolls (egg, bacon, sausage selection) Fresh fruit kebabs Miniature breakfast canapés Kick start your morning with smoothies to start 10 minute energiser session to keep your delegates engaged BREAKS Healthy snacks themed break including fresh fruit, smoothies and cereal bars delivered to your room Cadbury s chocolate break where delegates can enjoy a selection of favourites delivered to your meeting room Seasonal breaks including eggs for Easter, ice lollies for Summer and mince pies for Winter Smoothies delivered to your room in the afternoon ON DEPARTURE Pick n Mix let your delegates leave with a treat to enjoy on the way home Healthy snack pack for the journey, including bottled water, fresh fruit and sweet treat Should you have your own ideas, please don t hesitate to speak to our conference team. Team Building Keep your delegates wide awake and strengthen the bond in your team with a choice of team building events. From onsite chocolatier challenges to offsite archery, bush craft, zoo visits and more, we work with a number of trusted suppliers to help make your event one to remember.
Conference Rooms The following pages outline each of our Conference Rooms in detail with full dimensions. Each Plan is accompanied by a list of facilities available to each room during a conference. FOREST SUITE (Arden, Charnwood & Sherwood) (Power Point) (Television Point) 3 (Telephone Points) 30 ISDN2 30 50+30amp 24.6m 80ft 9in 11.0m 36ft 2.9m 9ft 6in Floor Area 270.6m 2912sq.ft Natural Light Floor Level First/Grd External Access 3 Screen 5 84 pers 150 pers 176 pers 75 pers 320 pers 220 pers 300 pers The Forest Suite is a purpose built conference and banqueting facility comprising of the Ebony Bar and Lounge, perfect for breakout sessions, networking and pre dinner drinks. The main meeting room (The Forest) within the suite splits into three sections (Arden/ Charnwood and Sherwood), and each has its own lighting and air comfort systems. All the rooms have natural daylight as do the 5 boardrooms which are situated within the Forest Suite. Five syndicate rooms are also available seating up to 8 delegates. To Ash / Mulberry Suites & syndicate rooms, Bedroom +. WC FOREST SUITE 1 (ARDEN) FOREST SUITE 2 (CHARNWOOD) Key: : Power Point : Television Point FOREST SUITE 2 (SHERWOOD) : Telephone Point : Data Connection 5 Ebony Bar & Lounge, Forest Suite entrance 5 + car parking
FOREST SUITE FULL (Power Point) (Television Point) 3 (Telephone Points) 30 ISDN2 30 50+30amp 24.6m 80ft 9in 11.0m 36ft 2.9m 9ft 6in Floor Area 270.6m 2912sq.ft Natural Light Floor Level First/Grd External Access 3 Screen 5 84 pers 150 pers 176 pers 75 pers 320 pers 220 pers 300 pers FOREST SUITE 1 (ARDEN ROOM) (Power Point) 18 (Telephone Points) 10 ISDN2 10 11.0m 36ft 0in 7.9m 25ft 9in 2.9m 9ft 6in Floor Area 86.9m 932sq.ft Natural Light Floor Level First/Grd External Access 1 Screen 2 44 pers 34 pers 60 pers FOREST SUITE 2 (CHARNWOOD ROOM) (Power Point) 14 (Telephone Points) 10 ISDN2 10 11.0m 36ft 0in 8.3m 27ft 2in 2.9m 9ft 6in Floor Area 91.3m 979sq.ft Natural Light Floor Level First/Grd External Access 1 Screen 1 44 pers 34 pers 60 pers FOREST SUITE 3 (SHERWOOD ROOM) (Power Point) 18 (Telephone Points) 10 ISDN2 10 11.0m 36ft 0in 7.9m 27ft 2in 2.9m 9ft 6in Floor Area 86.9m 932sq.ft Natural Light Floor Level First/Grd External Access 1 Screen 2 44 pers 34 pers 60 pers
BOARDROOMS 1, 2, 3 (Power Point) 16 (Telephone Points) 2 ISDN2 4 Floor Area Natural Light Floor Level External Access 6.6m 21ft 6in 4.9m 16ft 0in 2.75m 9ft 0in 32.4m 345sq.ft First/Grd 14 pers 12 pers 20 pers Screen/plasma screen 1 BOARDROOM 4 (Power Point) 16 (Telephone Points) 2 ISDN2 4 Floor Area Natural Light Floor Level External Access 6.6m 21ft 6in 4.9m 16ft 0in 2.75m 9ft 0in 32.4m 345sq.ft First/Grd 10 pers Screen/plasma screen 1 BOARDROOM 5 (Power Point) 16 (Telephone Points) 2 ISDN2 4 Floor Area Natural Light Floor Level External Access 6.6m 21ft 6in 5.8m 19ft 0in 2.75m 9ft 0in 32.4m 345sq.ft First/Grd U shape 18 pers 14 pers Screen/plasma screen 1
MULBERRY ROOM (Power Point) 16 10.0m 33ft 0in 8.2m 27ft 0in 2.6m 8ft 6in 36 pers 42 pers (Telephone Points) 8 ISDN2 10 6 Stairs, Lift Floor Area Natural Light Floor Level External Access 82m 891sq.ft Grd 30 pers 60 pers 80 pers Screen/plasma screen 1 MULBERRY ROOM Key: : Power Point : Television Point : Telephone Point : Data Connection MULBERRY ROOM This ground floor room, with full length windows, flexible lighting and blackout is ideal for meetings and training courses. It is equipped with a working wall and gives direct access to the Ash Room via a private corridor link. Also ideal for private dinners or lunches. w fully air conditioned!
LAURENT PERRIER SUITE (Power Point) 8 7.2m 23ft 8in 4.4m 14ft 6in 2.3m 7ft 6in 20 pers (Telephone Points) 4 ISDN2 Available Foyer Floor Area Natural Light Floor Level External Access 31.7m 347sq.ft Grd Screen/plasma screen 1 Key: : Power Point LAURENT PERRIER SUITE : Television Point : Telephone Point : Data Connection LAURENT PERRIER SUITE This very stylish ground floor room has full-length windows and is specifically designed to cater for business meetings or private dining. With full wall length mural of Laurent Perrier champagne cellars and contemporary custom made table and chairs creates a modern and inviting space for both business or private use.
SYNDICATE ROOMS 1, 2, 3, 4 & 5 (Power Point) 10 4.0m 13ft 1in 4.5m 14ft 7in 2.3m 7ft 5in Rooms 1 & 5 Rooms 2, 3 & 4 6 pers 8 pers (Telephone Points) 2 ISDN2 2 Floor Area Natural Light Floor Level External Access Screen 1 First/Grd ASH ROOM (Power Point) 18 (Television Point) 15m 50ft 0in 8.2m 27ft 0in 2.6m 8ft 6in 60 pers 75 pers (Telephone Points) 8 ISDN2 Grd, External Floor Area 123m 1350sq.ft Natural Light Floor Level Grd External Access Screen 1 36 pers 120 pers 100 pers 120 pers Key: : Power Point : Television Point : Telephone Point : Data Connection ASH ROOM ASH ROOM This ground floor room, with full length windows, flexible lighting and blackout curtains is ideal for meetings and training courses. A terrace leads out of the room allowing views to the health club and garden. Access with private corridor link to the Mulberry Room. Also ideal for private parties, having its own private bar. w fully air conditioned!
HOW TO FIND US MILES East Midlands Airport, ttingham 5 mins 2 Leicester, Derby East Midlands Parkway Rail Station 5 mins 2 Birmingham International Airport 40 mins 40 National Exhibition Centre 40 mins 40 Donington Exhibition Centre 5 mins 3 Donington Race Track 5 mins 3 National Water Sport Centre 20 mins 14 Pride Park 15 mins 10 Derby 15 mins 8 ttingham 15 mins 11 Leicester 20 mins 17 Loughborough 7 mins 6 Long Eaton 7 mins 6 The hotel is situated within a mile of junction 24 of the Ml motorway; at which point the A6, the A42 (leading to the M6, M46, M40 and the A50 converge, this provides easy access to all parts of the country. Located less than three miles from East Midlands Airport (ttingham, Leicester, Derby) and Donington Park Race Track. The Best Western Premier Yew Lodge Hotel is also within a short drive of Loughborough, ttingham, Derby and Leicester. The NEW East Midlands Parkway station is just 2 miles away.
TERMS AND CONDITIONS Please read carefully ACCOMMODATION TERMS & CONDITIONS PRIVATE INDIVIDUAL BOOKINGS (Bookings of 3 or less rooms) Private bookings will be held provisionally for 7 days only. A deposit for the full cost of the first night s accommodation or a valid credit card will be required to secure your booking. Best Western PREMIER Yew Lodge will release the reservation without further notice if none of the above are received. PRIVATE GROUP BOOKINGS (Bookings of 4 or more rooms) Private group bookings will be held provisionally for 7 days only. A deposit for the full cost of the first night s accommodation or a valid credit card will be required to secure your booking. Best Western Premier Yew Lodge Hotel will release the reservation without further notice if none of the above are received. Bookings made 7 days or less, both the confirmation and deposit is required by return of post or by a credit / debit card. Final named rooming list to be received no later than 14 days prior to arrival. CANCELLATION POLICY INDIVIDUAL BOOKINGS - 16.00 hours on day of arrival GROUP BOOKINGS - charge for cancellations made in writing 60 days prior to arrival. Cancellations made within 60 days are subject so the following charges: Within 30-60 days 25 % Within 10-30 days 50% Within 10 days 75 % 1 day s notice / non-arrival 100% The percentage pertains to the entire cost of all charges. A reduction of 10% or more is regarded as a cancellation. A reduction of less than 10% will not be charged for if cancellation in writing is received prior to 16.00 hours on the day of arrival. All no shows are chargeable at 100%. COMPANY INDIVIDUAL BOOKINGS (Bookings of 3 or less rooms) Company / agent bookings will be held provisionally for 7 days only. If not confirmed Best Western Premier Yew Lodge Hotel will release the reservation without further notice. The booking is only considered confirmed when letter / fax of confirmation are received. COMPANY GROUP BOOKINGS (Bookings of 4 or more rooms) Company group bookings will be held provisionally for 7 days only. If not confirmed Best Westen Premier Yew Lodge Hotel will release the reservation without further notice. The booking is only considered confirmed when letter / fax of confirmation is received. Should there be less than 7 days to the date booked, the confirmation / guarantee is required by return of post / fax or via a credit / debit card. DEPOSIT REQUEST AND PREPAYMENT A deposit or full prepayment may be requested at the hotel s discretion for any booking. The request may be for the first night or all night s accommodation booked. The booking will be deemed provisional and held for 14 days after the date of the request for the deposit. It will only be deemed confirmed when the deposit / prepayment is received. In the event of the booking being previously confirmed a request for a deposit / prepayment will render the booking provisional again until the deposit / prepayment is made. INCIDENTAL CHARGES / EXTRAS ACCOUNTS All extra charges i.e. bar charges, telephone calls, newspapers, meals etc. will only be charged to Company Accounts when authorised and confirmed in writing.
NON-ACCOMMODATION TERMS & CONDITIONS CONFIRMATION All bookings are subject to the Terms of Trading of the Best Western Premier Yew Lodge Hotel. All bookings are considered provisional until a written confirmation is received at the hotel and this must cover: A. Name of person accepting responsibility for the booking B. Date(s) of visit C. Number guests / delegates D. Type and number of rooms required a. Any amendments to guest / delegate numbers should be notified in writing as soon as possible. b. To advise of any inaccuracies made on the event confirmation or any other document within 48 hours of receipt of it. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document in accordance with this clause. c. You may alter delegate numbers by up to 10% up to 5 working days before the event. Changes of more than 10% may incur cancellation charges. Delegate numbers charged will be those confirmed no later than 48 hours before the event or the minimum number agreed at the time of booking, or the actual number of delegates which attended the event, whichever is higher. d. For changes of more than 10% the event may be relocated to suitable alternative room as best fit the revised numbers. Alternatively an additional room charge or revised rate may be levied to reflect the value of the original room size allocated. e. If you have to make changes to delegate numbers of more than 10% or cancel your event, you must let us know in writing as soon as you can. In the event that all or part of the affected space cannot be re-let and as long as we receive notice of your cancellation 60 days or more before the event, we will not charge any cancellation fee (unless you have paid a deposit, in which case we will retain your deposit). If we receive after that, cancellation charges will be as our terms of cancellation and amendment charges. DAMAGE The customer shall be responsible for any damage caused to the allocated rooms or the furnishings, utensils and equipment therein by any act, default or neglect by the customer, subcontractor or guests of the customer, and shall pay to the company on demand the amount required in order to make good or remedy any such damage. PAYMENT TERMS A. Credit facilities must be pre-arranged, requested at the time of booking and are provided at our discretion. B. Credit accounts must be paid within 30 days of date of invoice. C. Please note changes and errors occasionally occur. We reserve the right to correct errors in confirmed prices. D. In some circumstances (such as, but not limited to large events, weddings, block bookings, prime time bookings) deposits or pre-payments may be required. Any such payments required will be requested at the time of booking and will be nonrefundable. E. All extras requested during the event will be charged to your account unless you instruct us in writing and in advance not to do so. CHILDREN Toddlers (under 5) free of charge. Children (5-11 years) half price. CANCELLATION AND AMENDMENT CHARGES Conference and function bookings are normally made many weeks or months in advance and hotels do not normally receive enquiries at short notice, therefore all bookings are subject to our cancellation and amendment charges. Every effort is made to resell cancelled facilities on your behalf and any success will be taken into account when calculating cancellation and amendment charges. There will be no charge for cancellations / amendments made in writing 60 days prior to arrival. (See also Wedding & Terms & Conditions). Cancellations / amendments made within 60 days are subject to the following:- Within 30-60 days 25 % Within 10-30 days 50 % Within 10 days 75 % 1 day s notice or non-arrival 100 % Percentage applies to the total value of the booking. CORKAGE Drink may not be brought onto the premises. In exceptional circumstances corkage will be charged. GENERAL TERMS & CONDITIONS Yew Lodge Ltd. reserves the right to apply definitions to all bookings i.e. Private, Company, Group, Individual, Wedding etc. and apply all and any of the above Terms & Conditions absolutely. All the above terms and conditions apply to all bookings at the discretion of Yew Lodge Ltd. The prices within this brochure are subject to a 10% increase per annum. We reserve the right to amend these terms and conditions without notice and at any time.