Client Suites - Meeting Room Set Up Guide - London

Meeting Room Procedure Manual July 2024

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Contents Introduction................................................................................................3 Staging and Round tables .......................................................................................................... 4 Set ups available ....................................................................................................................... 4 Rooms with AV ......................................................................................................................... 5 Horseshoe/Semi-Circle Set Up ...............................................................6 U-Shape Set Up .........................................................................................7 Chevron Set Up..........................................................................................8 Boardroom Set Up ....................................................................................9 Conference Set Up ................................................................................. 10 Classroom Set Up .................................................................................. 10

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Introduction This meeting room procedure manual sets out the size of the meeting rooms and the layouts that the post room can set up for associates and clients. There are five main client rooms that are adaptable to different styles. These rooms are Kansas, London, Shanghai, New York, Denver, K2 and Everest. Most of our client meeting rooms are adaptable to fit certain lay outs, but always consult a member of the post team before booking as they will be able to inform you if it can be done if it is different to normal styles.

If there is any doubt when booking a setup, please contact one of the following:

Stuart Riddle Head of Logistics T: 8102845 T: 07539022096 E: Stuart.riddle@lockton.com

Louis Cheesewright Logistics Assistant T: 8102107 T: 07847875256 E: Louis.cheesewright@lockton.com

Reece Walker Logistics Assistant T: 8101724 T: 07874234232 E: Reece.walker@lockton.com

Joshua Johnson Logistics Assistant T: 8101143 T: 07757768143 E: Joshua.Johnson@lockton.com

Reminder- Please be aware when booking these meetings, the set-up times and set back times are needed by the team. Please consult with someone in the team if you are not sure how long is needed.

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Staging and Round tables

If you require staging, please submit a request to Logisticsteam@lockton.com and we can advise what is available to you. If you request round tables, these can be ordered but this will come at and additional cost to your department.

Please contact Logisticsteam@lockton.com for any information.

Set ups available

The six main set ups available are: 1. Horseshoe/ Semi-Circle

2. U-Shape 3. Chevron

4. Board Room 5. Conference 6. Classroom If there are any other set ups you would like, please get in contact with someone from the Logistics Team.

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Rooms with AV

The following rooms have AV:

• 1 st Floor- Kansas, London, Shanghai, Los Angeles, Manchester, Wael Khatib, New York, Sydney, Denver, Beijing, Dallas • 3 rd Floor- K2, Everest, Kilimanjaro, Snowdon, Scafell Pike, Olympus, Etna, Fuji, Ben Nevis • 3 rd Floor Lockton Re:- Atlas, Rockies, Pennies, Pyrenees, Alps, Himalayas and Mont Blanc.

Please note:- Room alterations can only be made to the client suits on the 1 st and 3 rd floor, all other internal rooms will remain unchangeable.

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Horseshoe/Semi-Circle Set Up

The Horseshoe/Semi-Circle layout can be set up in Kansas, London, Shanghai, K2, Everest & Sydney meeting room.

• Up to 60 people for all 3 rooms: Kansas, London and Shanghai • Up to 36 people for 2 rooms Kansas & London or London & Shanghai • Up to 25 people for 1 of the rooms Kansas, London or Shanghai • Up to 24 people for K2 or Everest • Up to 16 people for Sydney

Set-up and Set-down time required.

• 3 rooms- 1.5 hours set up and 1.5 hours set down. • 2 rooms – 1 hour set up and 1 hour set down. • 1 room- 45 minutes set up and 45 mins set down.

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U-Shape Set Up

The U-Shape layout can be set up in Kansas, London, Shanghai, K2 and Everest meeting room.

• Up to 36 people for all 3 rooms: Kansas, London and Shanghai • Up to 24 people for 2 rooms: Kansas & London only • Up to 14 people for 1 of the rooms Kansas, London or Shanghai • Up to 18 people for K2 or Everest

Set-up and Set-down time required.

• 3 rooms- 1.5 hours set up and 1.5 hours set down. • 2 rooms – 1 hour set up and 1 hour set down. • 1 room- 45 minutes set up and 45 mins set down.

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Chevron Set Up

The Chevron layout can be set up in Kansas, London and Shanghai meeting rooms only.

• Up to 9 tables which fits 81 people for all 3 meeting rooms. • Up to 6 tables which fits 54 people for Kansas and London meeting rooms. • Up to 4 tables which fits 20 people in 1 room Kansas, London or Shanghai.

Set up time required:

• 3 rooms- 1.5 hours set up and 1.5 hours set down. • 2 rooms-1 hour set up and 1 hour set down. • 1 room- 45 minutes set up and 45 mins set down.

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Boardroom Set Up

The Boardroom layout can be set up in Kansas, London, Shanghai, New York and Denver meeting rooms.

• Up to 44 people for Kansas, Shanghai and London meeting rooms • Up to 36 people for Kansas & London or London & Shanghai • Up to 20 people for Kansas • Up to 20 people for Shanghai • Up to 20 people for London • Up to 20 people for New York and Denver meeting rooms

Set up time required:

• 3 rooms- 1.5 hours set up and 1.5 hours set down • 2 rooms-1 hour set up and 1 hour set down. • 1 room- 45 minutes set up and 45 mins set down. • New York and Denver- 30 minutes set up and 30 minutes set down.

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Conference Set Up

The Conference room layout can be set up in Kansas, London, Shanghai, K2 and Everest meeting rooms.

• Up to 138 people for Kansas, Shanghai and London meeting rooms • Up to 80 people for Kansas and London or London and Shanghai. • Up to 80 people for K2 and Everest. • Up to 40 people for Kansas, London, Shanghai, K2 or Everest.

Set up time required.

• 3 rooms- 1.5 hours set up and 1.5 hours set down. • 2 rooms-1 hour set up and 1 hour set down. • 1 room- 45 minutes set up and 45 mins set down.

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Classroom Set Up

The Classroom layout can be set up in Kansas, London and Shanghai meeting rooms only.

• Up to 12 tables for 60 people in Kansas, London and Shanghai. • Up to 8 tables for 40 people in Kansas and London. • Up to 4 tables for Kansas, London or Shanghai.

Set up time required.

• 3 rooms- 1.5 hours set up and 1.5 hours set down. • 2 rooms- 1 hour set up and 1 hour set down. • 1 room- 45 minutes set up and 45 mins set down

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