Skip to main content
Venues

Venues package

Our Day Delegate Packages provide everything you need for a productive and enjoyable event, all in one simple per-delegate rate.

Designed to make planning easy, each package brings together meeting space, catering and essential event facilities so you can focus on delivering a successful meeting, conference or workshop.

Set within Cardiff University’s inspiring venues, our packages combine professional event spaces with fresh catering and expert support from the byCaerdydd team. From small meetings to large-scale conferences, our flexible packages provide a straightforward way to host your event with confidence.

Who our packages are for

Our Day Delegate Packages are ideal for organisations and teams looking for a professional venue without the complexity of planning every detail individually. They are well-suited to meetings, training sessions, workshops, seminars and conferences, including events that take place over multiple days.

Whether you are hosting a small team meeting, a specialist workshop or a large conference with multiple sessions, breakout spaces and exhibition areas, our venues and packages can support events of many sizes. With a range of spaces across campus and experienced event support, we help organisers create successful events for delegates from small groups through to large-scale gatherings.

Available packages

Minimum x10 delegates. Half-day rates available

  • Main plenary room booking
  • Standard AV (projector & screen)
  • 2 tea/coffee breaks with biscuits
  • Working buffet lunch
  • Wi-Fi access
  • Basic signage and delegate support on arrival

Optional Add-Ons - Bronze

  • Enhanced IT requirement; hybrid, microphones, additional screens, etc external and internal technical services
  • Out of hours support
  • Breakout rooms
  • Dedicated event organiser throughout the day

Minimum 30 delegates

  • Book plenary room
  • Pre-event planning meetings
  • Completion of event/speaker forms
  • Stakeholder liaison
  • Joining instructions. delegate maps and car parking information
  • Main plenary set-up and standard AV coordination (projector & screen)
  • Water station, 2 refreshment breaks (Welsh cakes am – Cake bites pm)
  • Cold fork lunch with fruit and juice
  • Branded signage for arrivals and rooms
  • Meet and greet, on-the-day contactable support
  • Delegate Wi-Fi management

Minimum 60 delegates. Everything in Silver, plus:

  • Additional breakout rooms (number inclusive subject to delegate numbers)
  • Administration support
  • Delegate packs & badges, literature, table plans
  • Fully staffed registration desk throughout event

Facilities Support

  • Enhanced IT requirement; hybrid, streaming, recording, microphones, additional screens, etc including external and internal technical services
  • Out of hours support
  • Breakout rooms
  • Block book car parking

Enhanced Hospitality Support

  • Upgraded day food and drink packages
  • Drinks reception and food
  • Network events
  • Evening receptions
  • Gala dinner

Accommodation Management

  • Internal accommodation advert
  • Coordinate and process accommodation bookings at the University via an online booking system.
  • Confirmation details, including joining instructions and maps, are automated and sent to all bookings.

Exhibition and Poster Management

  • Organisation of poster boards/exhibition stands and installation
  • distribute information to potential exhibitors  (including terms and conditions and health and safety information)
  • Provide on-site management and set up in advance of Conference registration for exhibitions, poster sessions and coordinate shell schemes if required
  • Health and safety compliance.

What’s included

Everything you need for a successful and well catered conference day.

Each package includes the key elements required for a successful conference or meeting day:

Criteria

Bronze Package

Silver Package

Gold Package  silver +

Minimum delegates

10

30

60

Main Plenary Room

1

1

1

Breakout room *

 

1

2

AV Equipment

standard

enhanced standard

AV over multiple rooms

Event co-ordinator

contactable

meet and greet support

dedicated team

Signage

basic

branded

full event

Wi-fi

✓

✓

✓

Catering

2 x tea/coffee & biscuits + buffet lunch

2 x tea/coffee (Welsh cakes am, Cake bites pm), Cold fork lunch + fruit juice

Option to enhance lunch menu

Pre-event management

coordination of inclusive package services

coordination of inclusive package services

planning meetings, event/speaker forms, risk assessment, joining information

Delegate materials

  

delegate packs, badges, literature, table plans

Registration desk

  

staffed desk on site

Car parking information

✓

✓

✓

* number included may be greater subject to attendee numbers.

Additional veues can be reserved and room hire rate will be applied

Ready to make an enquiry