WPUK Unconference 2014 venue bids

WordCamp Bournemouth UK 2014 logo strip version

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Selection of venue

The following are responses to the invitation to propose the venue and related social activities for the follow-up to WordCamp Lancaster UK 2013, to be held Saturday and Sunday 12-13 July 2014.

Discussion and voting on the proposals closed at midday on Sunday 6 April 2014.

The result of the vote was in favour of Bournemouth.

Birmingham

    Contact

  1. Name and email contact for bid? (email address redacted): Rachel McCollin
  2. If others are involved in the bid list names and email addresses (email addresses redacted): Jonny Allbutt, Kirsty Burgoine, Pauline Roche, Nathan Roberts

    3. Venue

  3. Name and postal address of venue? The Studio, 7 Cannon Street, Birmingham B2 5EP
  4. Does the venue have easy access to public transport facilities with national and international links?
    • 5 minute walk to Birmingham New Street and Moor Street stations
    • less than 2 hours to London, Manchester, Leeds, Reading and Bristol
    • Birmingham airport is 15 minutes from Birmingham New Street by direct train
    • Birmingham is a key hub for the UK rail system and has excellent links to the whole country
  5. Are the following in walking distance from the venue?
    • reasonably priced accommodation for attendees? Yes
    • bars, food, pubs etc? Yes
    • reasonably priced/free car parking? Yes
  6. Is there access for all areas during the following times (these times include rig/de-rig periods):
    • Saturday 12 July 2014 0830-1830? Yes
    • Sunday 13 July 2014 0915-1545? Yes
  7. Do all rooms and areas have:
    • wifi internet access of sufficient capacity to accommodate 200 attendees, some using multiple devices? Yes
    • mains socket distribution and extensions for the charging of portable devices and general use? Yes
  8. Will supplementary signs be required so attendees can easily get from room to room during the event? Yes
  9. Any additional notes on the venue questions above? The venue is a modern, bright and airy space right in the city centre. It has outdoor space despite being in the city centre, as it has a roof terrace. The restaurant/breakout area has direct access to this.

    This venue was used for WordCamp in 2008 but has been refurbished since then. The main room is larger as it consists of two original rooms which have been knocked together.

  10. Will any information need to gathered during ticket sales, such as names for wifi access? Not as far as we are aware (to be confirmed for certain).
  11. Plans of all rooms and areas for planning purposes are available at the following publicly accessible URL(s):
    • Note that this plan (PDF) is out of date – Room 1 is now called Explore and consists of two rooms (Open and Listen) knocked together.
    • More information in the venue brochure (PDF).
  12. Is venue in house catering available? Yes
  13. If yes provide details, along with costs: Tea, coffee and soft drinks are available outside meeting rooms for delegates to serve themselves – unlimited supplies throughout the day.

    Menu options:

    • Menus start from £10+VAT per person, for sandwiches, wedges salad and fruit.
    • 2 course buffet £15+VAT per person
    • BBQ menus £15+VAT per person
  14. Can this be provided on an individual cash basis (ie attendees pay directly to venue for catering)? No
  15. If yes provide details, along with costs: N/A
  16. Will the venue allow WPUK to provide its own catering? No
  17. If yes provide details, along with costs: The venue only allows catering provided by the venue itself.
  18. Copies of quotation(s) for the above costs at publicly accessible URL(s): Due to technical difficulties I’m not able to upload this but we do have a copy – I’ll provide this asap. However there are details of the menus.

    19. Room 1

  19. Room 1: minimum audience capacity 200 – what is the actual capacity? 220
  20. Room 1 room style: theatre
  21. Room 1: facilities
    • video projector(s) that can be driven by presenters laptop? Yes
    • sound system with presenter and audience microphone(s)? Yes
    • sound system that can be driven by presenters laptop? Yes
    • sound system with line out facility for external recording? Yes
    • flipcharts, pens and paper? Yes
    • blackboard or whiteboard? Yes
  22. Room 1: if video projectors are available, what are their resolution? TBC
  23. Room 1: any additional notes: Details and photo of room

    24. Room 2

  24. Room 2: minimum audience capacity 100 – what is the actual capacity? 60
  25. Room 2 room style: theatre
  26. Room 2: facilities
    • video projector(s) that can be driven by presenters laptop? Yes
    • sound system with presenter and audience microphone(s)? No
    • sound system that can be driven by presenters laptop? No
    • sound system with line out facility for external recording? No
    • flipcharts, pens and paper? Yes
    • blackboard or whiteboard? No
  27. Room 2: if video projectors are available, what are their resolution? TBC
  28. Room 2: any additional notes:

    Details of the room. We have been offered this room as it is on the same floor as the main room – however we realise this room is too small, so can discuss the possibility of using an alternative room on the floor below which seats 80.

    29. Room 3

  29. Room 3: minimum audience capacity 50 – what is the actual capacity? 60
  30. Room 3 room style: theatre
  31. Room 3: facilities
    • video projector(s) that can be driven by presenters laptop? Yes
    • sound system with presenter and audience microphone(s)? No
    • sound system that can be driven by presenters laptop? No
    • sound system with line out facility for external recording? No
    • flipcharts, pens and paper? Yes
    • blackboard or whiteboard? No
  32. Room 3: if video projectors are available, what are their resolution? TBC
  33. Room 3: any additional notes: Room details. This room is accessed via stairs (no wheelchair access).

    34. Room 4

  34. Room 4: minimum audience capacity 20 – what is the actual capacity? 30
  35. Room 4 room style: theatre
  36. Room 4: any additional notes: The room can be configured in different ways with capacity of 16-30.

    37. Communal area(s)

  37. Communal area(s) (for registration, the sponsor exhibition and the Happiness Bar) – facilities:
    • tables and chairs? Yes
    • display boards for sponsors and community notices? Yes
  38. Communal area(s) – additional notes: The atrium bar is a large communal space which is immediately outside the main room and has direct access (via stairs) to Room 3. It also has access to the roof terrace.

    39. Other venue areas

  39. Does the venue have:
    • an office for the use of the Core Group and for general admin? No
    • a secure area for the storage of luggage, laptops, valuables, etc? Yes
  40. Notes about other venue areas: An office hasn’t been identified but the venue has other suitable rooms which we might be able to use. As the venue is not generally used at the weekend I don’t imagine this will be a problem.

    41. Socials

  41. Address and details for the informal social at 1900 on Friday 11 July 2014: TBC – but as Birmingham has many suitable venues we don’t anticipate any problems with this. We have plenty of contacts who can help with this, but have been focusing on looking at venues for the conference itself.
  42. Address and details for the main official social on the evening of Saturday 12 July 2014: TBC – we haven’t confirmed a venue yet. However as the venue is in Birmingham City Centre, we are confident we will be able to identify a suitable venue – we have contacts in restaurants and clubs in the city and are working on these. Since WordCamp was last in Birmingham, the city centre has evolved with more independently owned venues and entertainment spaces so we’re confident that a local business will be keen to support us.
  43. Address and details for the informal post event social on the afternoon/evening of Sunday 13 July 2013: TBC – again Birmingham has plenty of suitable venues.

    44. Budget

  44. Cost of WordCamp venue (excluding venue catering)? £2250 + VAT
  45. Does the venue require a deposit? TBC
  46. Any notes on venue cost: Please see notes above about room 2 – if we change rooms there may be some change to the costs but we don’t envisage this being significant.
  47. Copies of quotation(s) for the above costs at publicly accessible URL(s): N/A – this was sent by email.
  48. Any costs relating to Saturday social (eg room booking): N/A – venue tbc
  49. Any notes on the Saturday social cost: N/A – venue tbc
  50. Copies of quotation(s) for the above costs at publicly accessible URL(s):N/A – social venues tbc

    51. Any finally

  51. Any suggestions for sessions or other activities during the weekend? Birmingham has recently opened a brand new Library– we were originally hoping to use this as a venue but it doesn’t have enough suitable rooms. It’s well worth a visit. We can’t compete with Bournemouth for beaches but we do have great shopping!
  52. Any overnight accommodation associated with this bid? There is a Premier Inn a 5 minute walk from the venue – we don’t have access to a special rate but it is very reasonable.

    The venue has a deal with Staybridge Suites, these are apartments. The price is £80 B&B and is also very close by on Corporation Street..

  53. Any potential sponsors connected with this bid? We don’t have details yet but there are local companies we can approach.
  54. Local media contacts for publicising the event: We have contacts in the local media which we can use.
  55. Any other general notes on your bid: Although WordCamp has been held in Birmingham before, we think it would make an excellent location for 2014 for a number of reasons:
    1. There is unlikely to be a huge overlap between the 2008 and 2014 audience given that 6 years have passed
    2. Birmingham is centrally located with excellent transport links
    3. We have an active local WordPress group with members who are keen to get involved in organising and volunteering at the event
    4. Birmingham has plenty of accommodation, eating and entertainment options to suit all budgets

Bournemouth

    Contact

  1. Name and email contact for bid? (email address redacted): Alison Boyle
  2. If others are involved in the bid list names and email addresses (email addresses redacted): Doug Belchamber

    3. Venue

  3. Name and postal address of venue? Executive Business Centre (PDF), 89 Holdenhurst Road, Bournemouth, BH8 8EB (part of Bournemouth University)
  4. Does the venue have easy access to public transport facilities with national and international links?

    Train – the train station is 5 minutes walk from the venue

    • 2 hours from London Waterloo
    • 3 hours from Birmingham
    • 5 hours from Manchester
    • 5.5 hours from Liverpool

    Flying – Bournemouth airport is 10-15 minutes away in the car, Southampton airport is approximately 40 minutes away on the train.

    Coach – there are numerous coach services to the same location as the train station.

    Should delegates wish to drive, BU will ensure there is free parking located close to the venue.

  5. Are the following in walking distance from the venue?
    • reasonably priced accommodation for attendees? Yes
    • bars, food, pubs etc? Yes
    • reasonably priced/free car parking? Yes
  6. Is there access for all areas during the following times (these times include rig/de-rig periods):
    • Saturday 12 July 2014 0830-1830? Yes
    • Sunday 13 July 2014 0915-1545? Yes
  7. Do all rooms and areas have:
    • wifi internet access of sufficient capacity to accommodate 200 attendees, some using multiple devices? Yes
    • mains socket distribution and extensions for the charging of portable devices and general use? Yes
  8. Will supplementary signs be required so attendees can easily get from room to room during the event? Yes
  9. Any additional notes on the venue questions above? Bournemouth University are very keen to support this event as it is in line with their initiative to create a nationally recognised digital/creative hub. For this reason they are willing to provide the venue at no cost.
  10. Will any information need to gathered during ticket sales, such as names for wifi access? Delegate names and email addresses will need to be collected, and given to the university at least 2 weeks in advance of the event. The IT department will them email all delegates with their own wifi access details.
  11. Plans of all rooms and areas for planning purposes are available at the following publicly accessible URL(s):
  12. Is venue in house catering available? Yes
  13. If yes provide details, along with costs: Tea, Coffee and light lunches will be provided by the University’s catering partner. Buffet style lunch, sandwiches and snacks are provided (further details in this PDF). It is estimated that this will be between £10-15 per person, per day.
  14. Can this be provided on an individual cash basis (ie attendees pay directly to venue for catering)? No
  15. If yes provide details, along with costs: N/A
  16. Will the venue allow WPUK to provide its own catering? No
  17. If yes provide details, along with costs: The venue only allows catering provided by the venue itself.
  18. Copies of quotation(s) for the above costs at publicly accessible URL(s): Quotation (PDF).

    19. Room 1

  19. Room 1: minimum audience capacity 200 – what is the actual capacity? 2 x 105
  20. Room 1 room style: lecture
  21. Room 1: facilities
    • video projector(s) that can be driven by presenters laptop? Yes
    • sound system with presenter and audience microphone(s)? Yes
    • sound system that can be driven by presenters laptop? Yes
    • sound system with line out facility for external recording? Yes
    • flipcharts, pens and paper? Yes
    • blackboard or whiteboard? Yes
  22. Room 1: if video projectors are available, what are their resolution? 720dpi
  23. Room 1: any additional notes: There are 2 lecture rooms on floors 2 and 3 that can be connected via video link for keynote talks and presentations. A handheld microphone will be available for the speaker. 2nd floor room reference: EB206; 3rd floor room reference: EB306

    24. Room 2

  24. Room 2: minimum audience capacity 100 – what is the actual capacity? 105
  25. Room 2 room style: lecture
  26. Room 2: facilities
    • video projector(s) that can be driven by presenters laptop? Yes
    • sound system with presenter and audience microphone(s)? Yes
    • sound system that can be driven by presenters laptop? Yes
    • sound system with line out facility for external recording? Yes
    • flipcharts, pens and paper? Yes
    • blackboard or whiteboard? Yes
  27. Room 2: if video projectors are available, what are their resolution? 720dpi
  28. Room 2: any additional notes: Room 2 will be suited to the 3rd floor lecture theatre, as it has all facilities + a seating arrangement that makes it ideal for presentations by a speaker at the front of the room. A handheld microphone will be available for the speaker. 2nd floor room reference: EB206

    29. Room 3

  29. Room 3: minimum audience capacity 50 – what is the actual capacity? 60
  30. Room 3 room style: lecture
  31. Room 3: facilities
    • video projector(s) that can be driven by presenters laptop? Yes
    • sound system with presenter and audience microphone(s)? Yes
    • sound system that can be driven by presenters laptop? Yes
    • sound system with line out facility for external recording? Yes
    • flipcharts, pens and paper? Yes
    • blackboard or whiteboard? Yes
  32. Room 3: if video projectors are available, what are their resolution? 720dpi
  33. Room 3: any additional notes: Room 3 will be best suited to the 7th floor lecture theatre. It offers the same facilities and layouts as the larger lecture theatres on floors 2 and 3, but on a smaller scale. A handheld microphone will be available for the speaker. 7th floor room reference: EB706

    34. Room 4

  34. Room 4: minimum audience capacity 20 – what is the actual capacity? 36/60
  35. Room 4 room style: classroom
  36. Room 4: any additional notes: Room 3 can either have a 36 person capacity, or 60, depending on what’s preferred. There are 2 rooms on the 2nd floor which are separated by a partition that can be left up for a more compact environment, or opened up. 2nd floor room reference: EB202 & optionally EB203

    37. Communal area(s)

  37. Communal area(s) (for registration, the sponsor exhibition and the Happiness Bar) – facilities:
    • tables and chairs? Yes
    • display boards for sponsors and community notices? Yes
  38. Communal area(s) – additional notes: There is a cafe style communal area on the ground floor, as well as a large space on the 7th floor (PDF) (which offers views of the sea). Display boards would probably be best suited on the 2nd floor, outside the lecture theatre (as this will be in a location that has footfall), although this point is flexible, and up for discussion.

    39. Other venue areas

  39. Does the venue have:
    • an office for the use of the Core Group and for general admin? Yes
    • a secure area for the storage of luggage, laptops, valuables, etc? Yes
  40. Notes about other venue areas: We would suggest room EB204 (PDF) for the Core team to base themselves. This is close to the main room, and has capacity for 12 people. A secure area can likely be arranged.

    41. Socials

  41. Address and details for the informal social at 1900 on Friday 11 July 2014: O’Neill’s, 231 Old Christchurch Rd, Bournemouth BH1 1JZ. O’Neills is close to the venue, and is opposite Ask. It offers a nice outdoor space which will be pleasant on a summer evening, and offers a wide range of beers, wines and ciders. Along with a number of other bars in close proximity, O’Neills would be a good location to head to after eating for a drink, before heading back to hotels. Until numbers are confirmed, this is subject to availability and alternative, similar venues will be considered too.
  42. Address and details for the main official social on the evening of Saturday 12 July 2014: Days Hotel Bournemouth, 3 Russell Cotes Rd, Bournemouth, Dorset BH1 3AB. As Saturday will likely be the main social evening, having all delegates and the WPUK core team at one venue would be desirable, in our opinion. Days Hotel is within close proximity to the venue (and is listed as an accommodation option), plus has the staff and space capacity to host 200 people in one function room. More details (MS doc).
  43. Address and details for the informal post event social on the afternoon/evening of Sunday 13 July 2013: Ask, 284-292 Old Christchurch Rd, Bournemouth BH1 1PH. Ask is close to the venue and as an Italian restaurant should offer enough choice for most people.

    44. Budget

  44. Cost of WordCamp venue (excluding venue catering)? 0
  45. Does the venue require a deposit? n/a
  46. Any notes on venue cost: n/a
  47. Copies of quotation(s) for the above costs at publicly accessible URL(s): n/a
  48. Any costs relating to Saturday social (eg room booking): We have negotiated with Days Hotel who have the capacity to seat around 130. To hire the room will cost £400, and they require a deposit of £200. They can provide 3 course meal, see the menu for details. There is a separate bar too. (Unfortunately Days Hotel are unable to provide any rooms as they already have a large group in that weekend). We will need confirmation ASAP to keep this reservation (MS doc).
  49. Any notes on the Saturday social cost: Days Hotel Bournemouth, 3 Russell Cotes Rd, Bournemouth, Dorset BH1 3AB. As Saturday will likely be the main social evening, having all delegates and the WPUK core team at one venue would be desirable, in our opinion. Days Hotel is within close proximity to the venue (and is listed as an accommodation option), and has the staff and space capacity to host everyone in one function room.
  50. Copies of quotation(s) for the above costs at publicly accessible URL(s): Quotation (MS doc).

    51. Any finally

  51. Any suggestions for sessions or other activities during the weekend? Being by sandy beaches, there are a number of different options for people during ‘down time’. As it will be the Summer, people might find it pleasant to walk to the beach, through the gardens, where there are a number of small bars and eateries. Further suggestions include: The Bournemouth hot air balloon
  52. Any overnight accommodation associated with this bid? Ramada Encore, 22 Bath Road, Bournemouth BH1 2NS. We have agreed a deal to pre-book 20 rooms at a cost of £80 for single occupancy or £88 for double occupancy. (This is for the Friday and Saturday night). There are a number of hotels along East Cliff and we’re looking to pre-arrange a further 20 rooms. We can offer these with a pre-arranged quote number when delegates make their reservations.
  53. Any potential sponsors connected with this bid? We have generated some interest at this stage, but before the bid is confirmed, sponsors can’t commit.
  54. Local media contacts for publicising the event: Should we win the bid, we have contacts at with local radio station Wave FM and with the Bournemouth Echo who we can arrange promotion of the event with.
  55. Any other general notes on your bid: The manager of the Ramada Encore and Days Hotel is Brendan Westwood, he’s been incredibly helpful in supplying details for accommodation and socials. Should we be successful in the bid then we will need to reserve the accommodation fairly soon as the summer is a busy time of year in Bournemouth. Everyone is very excited about the possibility of this event coming to Bournemouth. The support has been amazing, let’s just hope we’re successful – it will be a terrific achievement.

Last updated 24 May 2014