CONFERENCES

TRAINING

MEETINGS AND EVENTS

WELCOME

Bicester Hotel Golf and Spa nestles in 134 acres of stunning countryside including an 18

golf course with 11 lakes; The Perfect Oxfordshire Conference Venue just 5 minutes from

Junction 9 of the M40 and 20 minutes from the historic university city of Oxford.

Whether your meeting is small and intimate or large and vast we welcome the opportunity

to discuss your needs and tailor make your event to suit your delegates.

Our versatile and flexible meeting rooms can hold up to 200 guests with views over the

stunning golf course or designer courtyard garden and all benefit from natural daylight, air

conditioning and adjustable lighting systems. Several meeting rooms benefit from a

balcony on which refreshments can be taken and summer weather enjoyed.

With much experience within the industry we offer many alternatives to enhance your day

with plenty of space for a range of both indoor and outdoor activities. We offer a selection

of inclusive packages alongside a bespoke service to ensure we meet every aspect of your

agenda.

To arrange a visit or to discuss dates and availability please contact your dedicated

Conference Co-ordinator on 01869 241204.

Remember nothing is set in our stone; our aim is to make your day just perfect.

CONFERENCE ROOMS All meeting rooms at Bicester Hotel Golf and Spa are furnished and equipped to a

high standard whilst being flexible to suit the needs of every event.

ORANGERY

NEWBURY, WARWICK & KEMPTON

WINDSOR SUITE

ASCOT, YORK & ANTE ROOM

LIBRARY & HAYLOFT

DELEGATE PACKAGES

(BASED ON A MINIMUM OF 8 DELEGATES)

DAY DELEGATE PACKAGE

Complimentary Car Parking

Arrival Tea & Coffee served with Homemade Biscuits

Complimentary Orange Juice and Fruit Platters

Morning Tea & Coffee served with a Selection of Muffins

Luncheon of your choice

Afternoon Tea & Coffee served with Homemade Cake

Meeting Room Hire

LCD Projector, Projection Screen & Flipchart with pens

Table Stationery

Mineral Water, Cordial & Sweets

24 HOUR DELEGATE PACKAGE

DAY DELEGATE PACKAGE AS ABOVE PLUS;

Complimentary use of the Pool area with Sauna and Steam Rooms.

Complimentary use of Gym

Single Occupancy Executive Accommodation

3 Course Dinner

Full English Breakfast served in the Brasserie

Rates available upon request

CONFERENCE LUNCHEON OPTIONS

SAMPLE MENUS

Sandwich Selection

A selection of white and wholemeal finger sandwiches, 2 rounds per person

served with fries

Working Buffet

Selection of finger sandwiches prepared

With white and wholemeal bread

King prawn with crisp baby Gem lettuce

and cocktail sauce

Mature Cheddar cheese with pickle and salad (V)

Coronation chicken

Savouries

Mini Salmon en croute

with spinach leaves and herbs

Mediterranean vegetable bruschetta

with caramelized onion gratin (V)

Individual Caesar salad with parmesan shavings (V)

Baked Nacho’s with spicy chilli,

Guacamole and sour cream

Mini grilled chicken Ciabatta burger

with mayonnaise and crisp lettuce

Desserts

Fresh fruit platter

accompanied with a yoghurt dip

Crème brulee with shortbread biscuits

(V) – Vegetarian Option (N) – Contains Nuts

Buffet lunches can be served within the meeting room,

breakout area or in Grays Lounge

Hot & Cold Buffet

To include; Hot Dish & Vegetarian Alternative

Chefs selection of salads Selection of dressings

Cold meat platter Home baked breads

Please choose 1 hot dish and 1 vegetarian option for your group

Chicken Tikka Masala served with naan bread, rice, poppadom and mango chutney

Chilli con Carne

with rice, warm Nachos and Guacamole

Oriental Spiced Pork with black bean sauce and noodles

Mediterranean Vegetable Gratin

Penne pasta and garlic flat bread (V)

Additional hot dishes £5.50pp

Desserts Please choose 1 dessert for your group

Crème Brulee

with shortbread biscuits £4.25pp

Strawberry Pavlova £4.10pp

Belgian chocolate cheesecake £5.40pp

Selection of fine cheese

with biscuits and fruit £6.20pp

Hot & Cold Buffets will be served in The Brasserie

Sandwich Selection and Working Buffet are included in Delegate Packages

Hot & Cold Buffet will carry a £5.00 per person supplement

ADDITIONAL EXTRAS

HAVE YOU THOUGHT ABOUT ADDING THE FOLLOWING EXTRAS TO YOUR PACKAGE?

Bacon Baps £3.50 per person

Breakfast Buffet £8.50 per person

(to include Orange Juice, Danish Pastries and Breakfast Baguettes (Bacon, Sausage, Egg & Mushroom)

Additional Tea & Coffee Breaks £3.75 per person

LCD Projector £75.00 per day

Lectern £35.00 per day

Stage Hire from £75.00 per day

50” Flat Screen TV with Video & DVD £75.00 per day

Role Play equipment from £120.00 per day

Private Dining Room from £175.00 + vat

Twilight Golf (9 holes after 4pm (summer months)) £10.00 per person

(Specialist AV equipment can be organised upon request from local suppliers)

CORPORATE HOSPITALITY & ENTERTAINMENT

Round of Golf (9 or 18 holes) £15.00/£30.00

Quad Biking POA

Human Table Football POA

Laser Clay Pigeon Shooting POA

It’s a Knockout POA

Generation Game POA

Treasure Hunt (indoor or outdoor) POA

Gliding (in Bicester) POA

All activities are provided by a third party company who can tailor make events to suit your

delegates or meeting expectations, please ask for contact details

Relax at the end of a long meeting in our Spa, The Forest of Wellbeing

Advance booking for treatments is advised to avoid disappointment, please contact the Spa

Reception direct on extension 512 or spa@bicesterchotelgolfandspa.com

Late night opening until 8pm Wednesday, Thursday & Friday

BESPOKE CONFERENCING Create an individual event to match your requirements with our range of bespoke options

CONFERENCE ROOM HIRE RATES

THE ORANGERY

FULL DAY ½ DAY

THE ORANGERY £1250.00 £750.00

THE WINDSOR SUITE

FULL DAY ½ DAY

THE WINDSOR SUITE £1,000.00 £600.00

YORK £400.00 £225.00

ASCOT £300.00 £175.00

ANTE ROOM £200.00 £125.00

SMALLER ROOMS

FULL DAY ½ DAY

THE LIBRARY £300.00 £175.00

THE HAYLOFT £200.00 £125.00

Meeting Rooms also available to hire by the hour from just £50.00

(subject to availability) (All rates subject to VAT at the current prevailing rate - 20%)

BESPOKE MEETING EXTRAS

Mineral Water £3.25 per bottle

Tea, Coffee & Biscuits £3.75 per person

2 Course Hot & Cold Buffet Lunch (Minimum 8 guests) £22.50 per person

Lounge Luncheon from Grays Lounge Menu

(Menu presented on arrival, choices to be made by morning coffee)

Plated Working Buffet Lunch £14.75 per person

Sandwich Platter served with Fries £9.95 per person

Flipchart Hire £15.00 per day

Projector Screen Hire £25.00 per day

LCD Projector £75.00 per day

ACCOMMODATION

Opened in November 2008 our hotel includes 52 individually designed bedrooms providing

the perfect place to rest after a hard day’s work. All rooms are spacious, boast air

conditioning, complimentary WiFi, digital television and a view over the stunning golf

course or designer courtyard garden.

28 rooms can be set with

twin beds providing a

greater flexibility and

accommodation for up to

80 guests along with two

studio suites and the

option of inter-connecting

rooms if required.

Spouse may join delegates attending

a conference and stay

Free of Charge

with breakfast and dinner charged

as taken on departure.

(Please ensure reception are aware of

any additional guests for our records)

Relax before moving on to your

next meeting and stay an

additional night from just

£79.00 per room per night bed

and breakfast

(subject to availability)

HOW TO FIND US

FROM M40 JUNCTION 9 Leave the M40 at Junction 9 (North or South) and take the A41 heading to Bicester. Turn right at the roundabout signposted Chesterton, right at the t-junction and then first right. Follow the road into the village, turn left at The Red Cow pub and follow the road out of the village where you will find Bicester Hotel, Golf and Spa entrance on your right hand side. FROM M40 JUNCTION 10 Leave the M40 at Junction 10 and take the B430 towards Middleton Stoney. Go straight over the traffic lights at Middleton Stoney and then take the left turn at the second crossroads into Green Lane following the brown golf club signs. Bicester Hotel, Golf and Spa entrance is approximately 1 mile down this road on your left hand side.

PUBLIC TRANSPORT Nearest Rail Station Bicester North (Marylebone Line) Nearest Bus Station Bicester or Oxford (approx 20 mins) Nearest Airport London Oxford Airport (15 mins) Or Birmingham International Airport (approx 1 hour) SAT NAV Please enter the postcode OX26 1TE to find us with your satellite navigation device. Please note this will take you to the back/goods entrance. You will need to follow the road around the golf course by turning first right then first right again and then the hotel entrance will be on your right. BICESTER HOTEL, GOLF AND SPA Chesterton, Bicester, Oxfordshire, OX26 1TE Telephone: 01869 241204 www.bicesterhotelgolfandspa.com

Bicester Hotel Golf & Spa Chesterton, Bicester

Oxfordshire, OX26 1TE Tel: 01869 241204, Fax: 01869 240754

This form once signed, together with your deposit represents confirmation of your forthcoming event. Please read your details and accept these conditions by signing below and returning to the hotel. Events are not confirmed until signed terms and conditions are received.

Deposit

For events totalling less than £1500.00, we ask for corporate credit card details at the time of booking, this together with signed terms and conditions will secure the event. Final payment for the event will then be taken from the card on departure. For events totalling over £1500.00, we require a 50% non-refundable deposit at the time of booking, with the final payment due on departure by corporate credit card or by invoice if a credit agreement is in place.

Cancellation

We operate the following cancellation policy for conferences, banqueting and accommodation linked with conferences and banqueting. Cancellation made 43+ Days No Cancellation Charges Apply Cancellation made within 42-32 calendar days notice 50% charge of estimated charges Cancellation made within 31-22 calendar days notice 90% charge of estimated charges Cancellation made within 21 days or less Full charge of estimated charges Estimated charges include all items pre-booked for the event and an estimation of potential food and beverage revenue to be consumed during the event. BHG&S will endeavour to re-let any conference space and accommodation booked and offset the revenue against the cancellation charges.

Payment

Final payment for events totalling less than £1500.00 is to be charged on departure to the corporate credit card given at time of booking. Final payment for events totalling over £1500.00 are to be paid for on departure by credit card, or by invoice if a credit agreement is in place. Final invoices are to be paid within 14 days of the date of invoice. It is the hirer’s responsibility to provide any necessary Purchase Orders prior to the event and to query incorrect invoices direct with our accounts department immediately upon receipt.

Other Notes

Where BHG&S has arranged sub contractors to provide a service, the charge must be paid in full prior to the service being confirmed. The Hirer shall pay for any loss or damage to any part of the hotel premises or to any fixture, fittings or equipment caused by the hirer, their guests or paid servants. The Hotel will not be responsible for damage to or security of any article brought onto the premises. The hirer and all persons attending must comply with all requirements of the 2003 licensing act. BHG&S shall not be responsible for failure to provide facilities contracted for the event as a result of “force Majeure” or any other cases beyond its controls. In the case of cancellation due to bad weather BHG&S will require full payment for the event as above on the date the event was originally booked. BHG&S will then work closely with the client to obtain another suitable date within a 6 week period, if numbers reduce from the original booking no refund will be given, if numbers increase, the extra charges will be added to the account. The hotel reserves the right to change the named meeting room without out prior notice should we deem it necessary.

Signature......................................................Print........................................ Date of Signature............................................Position...................................... Event Date...................................................Company.....................................