Event Planning Information

Conference
& Events

Providing first-class quality facilities for corporate and private events

Catering

As Ascot’s Fine Dining and event catering partners, it goes without saying that Sodexo embrace the Racecourse’s values of the very highest standards of excellence. Sodexo take great pride in delivering outstanding cuisine and service.

Whether you wish to cater for an intimate reception, a large wedding or an awards dinner, Sodexo’s team of experienced chefs offer a wealth of skills and creativity to ensure that your menus are stimulating and the food surpasses expectations.

Our Conference & Events management team will be more than happy to discuss your catering requirements with you then work with Sodexo to develop a tailored catering solution for you.

Hot Food

day delegate menu

Spring and summer Menu

autumn and winter menu

IT

Ascot’s Conference & Events management team can help arrange IT solutions for any event. State of the art AV equipment and lighting is provided in our conference facilities and meeting rooms, however, we can provide specialist or bespoke IT and AV services as and when required.

Audio Visual

Ascot in partnership with ITM offer a full audio visual staging service for every type of event, from presentation management to exhibition production.

We provide state of the art audio visual equipment and lighting as standard in many of our event venues but can hire in additional equipment as required.

Our AV installation and technical support technicians are courteous and professional.  We understand the requirements of event organisers and will work with you to ensure your AV needs are met.

WIFI

WiFi is free, fast and secure across the entirety of our site. Dependent on the space or room required, we can provide the following enhanced connections:

Upgraded Internet Connection – Static External IP Address

Network Hub

Analogue Line

Standard Phone Line (PSTN)

ISDN Line (Single Channel)

Dedicated WiFi Systems

Health and Safety

Ascot Racecourse is committed to employing Health, Safety and Welfare best practice at all events that take place on the site.

This involves operating Government Health and Safety Executive procedures as standard, as well as the Purple Guide to Health, Safety and Welfare at Music and Other Events practices for larger events.

Risk Assessments

There is an absolute legal requirement under the Management of Health and Safety at Work Regulations (MHSWR) to carry out a ‘suitable and sufficient’ risk assessment. This means that it must identify all ‘significant risk’. Significant risks are those which are reasonably foreseeable in terms of probability and severe enough in outcome to warrant consideration i.e. they are more than trivial.

Our Health and Safety Consultant will carry out risk assessments for smaller meetings and conferences, however for a larger event or where bespoke activities are taking place, the event organiser is required to provide their own risk assessments.

Emergency Procedures

You will be provided with a Housekeeping document detailing evacuation procedures which must be conveyed to your delegates/guests.

You are required to inform the Racecourse prior to the event of any disabled delegates. Dependent on the room or space where your event is being held, they may require special evacuation instructions which will need to be agreed beforehand.

Travel

Ascot Racecourse is ideally situated in beautiful wooded countryside adjoining Windsor Great Park and about a 50 minute drive or train journey from London.

Located close to the M3, M4, M40 & M25 motorways and to London Heathrow for international visitors, Ascot offers easy access for all racegoers wherever their departure point.

By Road

FROM LONDON AND THE NORTH

M4 Junction 6 onto the A332 Windsor by-pass and follow the signs to Ascot.

FROM THE WEST

M4 Junction 10 to the A329(M) signed to Bracknell and follow the signs to Ascot.

FROM THE SOUTH AND EAST

M3 Junction 3 onto the A332 signed to Bracknell and follow the signs to Ascot.

FROM THE MIDLANDS

M40 southbound, Junction 4. Take the A404 towards the M4 (Junction 8/9). On the M4 head towards Heathrow/London. Leave M4 at Junction 6 and follow the A332 Windsor by-pass to Ascot.

By Coach

Coach travel direct to Ascot is available from a number of Coach Operators. Please call +44 (0)844 346 3000 for more information.

By Rail

South West Trains runs a frequent service to Ascot from both Reading and London Waterloo. The average journey time is 27 minutes from Reading and 52 minutes from Waterloo. Regular services also run from Guildford. The railway station is a seven-minute walk from the racecourse.

For more details, please visit National Rail Enquiries or call +44 (0)8457 484950.

By Air

There is a helicopter landing facility close to the racecourse. It is not suitable for fixed-wing private aircrafts. Please call Helicopter and Aviation Services on +44 (0)1427 718 800 or fax +44 (0)1427 718 811.

The two nearest airfields are Fairoaks, Chobham (+44 (0)1276 857 300) and White Waltham, Maidenhead (+44 (0)1628 823 272), which are both approximately nine miles away.

Traffic Updates

For up-to-date travel information, tune into BBC Radio Berkshire on 95.4FM or 104.1FM, or visit the BBC Berkshire Travel News page

BBC TRAVEL NEWS

Parking at Ascot

There is extensive free and well-signed parking at Ascot.

Car Park 3, located opposite the main Conference and Events entrance, is the preferred parking facility.  There is additional car parking for large events, and parking in closer proximity for events which are located in the Silver Ring area.

By Taxi - Book now

Minicabit’s door-to-door service will take the stress out of your travel plans and can often result in a faster and cheaper journey than travelling by public transport, especially when travelling in a group. You’ll also be able to relax and enjoy a few drinks during your event at Ascot.

 

Availability

Ascot hosts racing 26 days of the year. Normally events are not held the day prior to and after racedays due to the need to set- up and clear down, however, this may vary dependent on the race meeting. Events are unable to be hosted during Royal Ascot week.

2016 Fixtures:

Saturday 29th October: Halloween Raceday and Fireworks Spectacular

Friday 18th November: November Racing Weekend

Saturday 19th November: November Racing Weekend

Friday 16th December: Christmas Racing Weekend

Saturday 17th December: Christmas Racing Weekend

2017 Fixtures:

Saturday 21st January: Clarence House Chase Raceday

Saturday 18th February: Ascot Chase Raceday

Sunday 2nd April: The Prince’s Countryside Fund Raceday

Wednesday 3rd May: Discover Ascot Raceday

Friday 12th May (evening): May Racing Weekend: May Race Night

Saturday 13th May: May Racing Weekend: Victoria Cup Raceday

Tuesday 20th – Saturday 24th June Royal Ascot

Friday 14th July: First July Weekend: The 10th Property Raceday

Saturday 15th July: First July Weekend: Summer Mile Family Raceday

Friday 28th July: King George VI Weekend

Saturday 29th July: King George VI Weekend

Saturday 12th August: Dubai Duty Free Shergar Cup & Concert

Friday 8th September: Festival of Food & Wine Racing Weekend

Saturday 9th September: Festival of Food & Wine Racing Weekend