Venue Guide
Hosting your event at the ARC - important information for events organisers
We are delighted that you are hosting your event at the Advanced Research Centre (ARC). This is a detailed overview of the venue and the processes which we require you to follow for running a successful event.
You must read this information carefully ahead of your event to ensure that things go smoothly. If you are not likely to be at the venue for the event, please pass these details to whoever will be coordinating in person.
The ARC’s ground floor, known as Level 2, is shared between multiple users including members of the public, visitors to our café, University staff and building residents.
On the day of your event, there may be several organisers using event spaces nearby, and open spaces may need to be shared. We ask that you bear this in mind when planning for your event.
Please also note that these guidelines apply specifically to the ARC’s event spaces, and that different processes may apply in spaces such as our meeting rooms or the Researcher Development Suite
Venue information
Address
The Mazumdar-Shaw Advanced Research Centre
11 Chapel Lane, Glasgow, G11 6EW
Building opening times
Monday – Friday, 08:00 – 20:00
Event spaces must be cleared by 19:30 unless agreed beforehand with the venue
Contacts for event organisers
ARCEngage@Glasgow.ac.uk
+44 (0)141 330 4170
ARC Engage office hours are Monday – Friday, 09:00 –17:00
Parking
There is no car parking at the ARC but we can allow 30 minutes for you to drop-off and pick-up equipment at the back of the building, which is accessed via Chapel Lane.
You must contact ARCEngage@Glasgow.ac.uk with the vehicle registration number and timings for drop off/pick up. Any large items will need to enter via the loading bay.
Loading bay opening times: Monday – Friday, 08:00 – 16:30
The Bunhouse at Kelvinhall is the nearest public car park to the ARC.
For main campus parking access, you must contact carparking@glasgow.ac.uk.
The closest Blue Badge parking bay is located on New Moy Street by the Adam Smith Building School.
Requests for event-related disabled parking should be directed to ARCEngage@Glasgow.ac.uk.
Storage
The ARC has very limited storage. It is unlikely we will be able to store items for any length of time, so this should be considered in your planning.
If you are delivering any items for your event ahead of the event, you must request this at least two weeks in advance so that we can confirm drop-offs, and pick-up times and inform relevant teams.
Accessibility
We have step-free access to our ground floor, also known as Level 2, where all events take place.
Accessible and ambulant toilets are available throughout the building, as are gender neutral toilets. We have a Changing Places facility located on Level 1, our lower ground floor, which can be accessed via a lift. Please ask at reception for support.
Baby feeding and changing facilities are available on the ground floor. This includes access to a fridge, microwave, bottle warmer and sink. Please ask reception for access.
You’re welcome to bring along your assistance dogs. Water bowls can be provided at for assistance dogs at reception. No other dogs are allowed in the building.
The closest Blue Badge parking bay is located on New Moy Street by the Adam Smith Building School. An alternative option is on University Place next to the Clarice Pears Building. Please contact us should you need to arrange accessible drop-off and parking immediately next to the ARC.
If your event requires a quiet space, please contact ARCEngage@Glasgow.ac.uk in advance and we will do our best to accommodate.
For general questions around accessibility, please contact ARCEnquiries@glasgow.ac.uk.
Before your event
Booking confirmation and updates
Once you have booked an event space with the ARC Engage team, you will receive an Outlook calendar notification. This is confirmation that your event space is booked.
All communications relating to logistics in the lead-up to the event should be directed to ARCEngage@Glasgow.ac.uk.
You are responsible for keeping us up to date with any changes to your booking and its requirements. We must be advised of cancellations as soon as possible, and no later than two weeks before your event.
Please send your event schedule for our reference no later than two weeks before the event.
Alongside the start and end times of the event itself, you must inform us of your suggested building access and exit times.
Requests for out of hours building access – that is, before 8am and after 8pm – must be agreed with our team. Any out of hours access will incur a fee to cover the associated Facilities staffing costs.
If your event has associated exhibitors or sponsors, you must adhere to our Event Sponsor Policy. Please communicate details of all sponsors to us at least two weeks ahead of your event.
Room layouts and equipment
Room layouts and equipment
Standard room layouts and capacities are available on our events webpages.
If your event requires a venue walkthrough, you must contact ARCEngage@Glasgow.ac.uk to arrange this at least a month in advance of the event and we will accommodate where possible.
Room layouts and any timings for room changeovers must be communicated to us at least one week before the event is scheduled to take place.
Use of the atrium or exhibition space must be agreed with an ARC Engage team member, and there is a requirement to complete a floorplan. Please request a template floorplan from the ARC Engage team. You must send this to the team at least two weeks prior to your event for our advice and approval.
If you are bringing any additional staging materials, you must inform us at least two weeks prior to your event.
Certain events will require risk assessments; we will advise you of this and provide the relevant documentation.
Provision of all materials required for your event – including printed materials, pens, post-it notes etc – lies with the event organiser. Reception can provide you with clickers for the computers.
IT/AV
IT/AV
An overview of our event spaces IT/AV functionality is available on our .
If you have specific technology requirements, or require an IT run-through, reach out to ARC-ITSupport@Glasgow.ac.uk. The team can also advise on the preferred file formats for in-house screens or equipment. Please reach out as early as possible and at least two weeks before the event.
If you or any of your attendees or sponsors are bringing any additional electrical equipment into the building, you must notify us of this at least two weeks prior to the event. We will need to see a recent PAT testing certificate, or proof that the item was purchased under one year before use.
If IT Support is needed before 9am or after 5pm, you must request out of hours access for this service. The ARC Engage team will consider your request, subject to the IT team’s availability.
All content for your presentation should be brought on the day on a USB storage device, which can then be connected directly to devices and provide a backup if required.
If transferring larger content files up to 20GB, we recommend using the UofG File Transfer Service.
Catering
The University of Glasgow’s delivered catering service is the first port-of-call for all events.
The ARC Engage team do not manage catering bookings.
Information about catering, including contact details, can be found on the Food & Hospitality website.
If UofG Catering is not available for your event, and you are redirected to an approved external supplier, it is your responsibility to manage the coordination with that supplier. We ask that you inform the company to clear away all food, equipment and debris as soon as the event is finished. No equipment should be left at the venue overnight without prior agreement.
We encourage you to make a request for tap water jugs and glasses from UofG Catering for your attendees as this is not provided automatically. We have a water fountain on our ground floor, located adjacent to the Western Café.
To avoid food waste, we encourage you to consider reducing your catering order to 70% of your event capacity. If you have significant food waste from an event, please contact Reception who may be able to redistribute to other building users.
The Western Café is open Monday to Friday from 0800 - 17:00 and is open to the public and all building users.
Event promotion & signposting
The ARC team is not responsible for promoting your event.
If any member of the University community can attend your event, we can put a promotional slide on the screens on the upper levels of the building. Please follow these guidelines.
If the event is relevant to a wider audience, tag us on social media and we can reshare.
Instagram: @uofg_arc
Bluesky: @uofgarc.bsky.social
If the event is organised by UofG staff and is for a public audience, you may want to create an event listing on the University wide events listings page. If you write ‘ARC Public’ under ‘department or series’, this will pull your event to the ARC’s event listings page.
The title and location of your event will be featured on our daily What’s On wayfinding slide at reception and our pillar screens. You are welcome to prepare one A3 paper wayfinding sign for your event; please ask Reception for a display board upon arrival.
Do not use tape or Blutack on the surface of glass for signage, as this damages the graphics.
Support during your event
We are on hand to support you during your event. Your key contacts are as follows:
Reception
Our reception team will be on hand from 08:00 – 18:00. We encourage you to check-in informally with the team at the start and the end of the day. They can help by providing answers about the venue or can connect you to the relevant people to help.
Upon arrival, the team will also provide the event organiser with a leaflet outlining key information on fire regulations, facilities and accessibility.
If there are any cleaning emergencies, please contact the reception team and they can get in touch with a cleaner to come and support as soon as staffing levels permit.
The reception team also manage any lost property.
Changes to room layouts
The rooms will have been set up by our Facilities team as per your requests.
If your event layout needs to change throughout the day, please communicate these timings clearly so that our teams can be on hand to support. We advise you to allow at least thirty minutes in your schedule for minor changes, and one hour for any substantial changes. We encourage you to vacate the room while changes take place and encourage you to schedule room changeovers during coffee breaks or lunches.
IT/AV
For IT and AV support, our ARC IT team are on hand to troubleshoot during the day.
For the quickest response to your support needs, please scan the QR code in the room.
Alternatively, you can ask the reception team to contact the relevant person or email ARC-ITSupport@Glasgow.ac.uk.
Health and Safety
You must keep all fire routes and doors clear at all times. Our team will move items that are blocking doors to ensure safety for all building users. It is also your duty to ensure that fire exits are kept clear.
If you hear a fire alarm, leave immediately via the nearest available fire exit. The muster point is outside the front of the building on St Mungo Square.
If you have any first aid incidents during your event, please contact the reception team and they can contact a first-aider to come to support.
The UofG Security team can be contacted, if required, via the Safezone app, details of services can be found on our Campus Security webpages.
Any emergencies should be reported to the relevant emergency services by calling 999.
ARCEngage
Contact ARCEngage@Glasgow.ac.uk for any other event related enquiries.
After your event
Vacating the space
You must leave your event space promptly, and no later than the allocated time in your event confirmation. Overrunning events will impact other users of the space and compromise staffing shifts, which may incur an additional fee. No events are to run past 19:30 without prior agreement with the ARC Engage team.
If you feel that your event is running over time, please advise reception or the Facilities team as soon as possible, who will contact the relevant team member.
Cleaning up
We expect you to leave the room clean and tidy, in the condition which you found it.
Please remove all temporary signage once your event has finished.
Unless specifically requested, the University’s delivered catering service is not staffed after 3pm. If your event finishes after this time, it is your responsibility to clear away any food, equipment and debris. Bin bags, glass bins and cleaning supplies will be provided for this purpose.
Please ensure you return computer clickers to reception, with the USB dongle placed back into the body.
Put all microphones back into their charging units at the end of the day.
You have a one-week window to collect any lost or left-behind items, by which point we may need to dispose of them.
Feedback
We always appreciate feedback on your experience of hosting an event at the ARC. Please fill in a feedback form, available at the reception desk, or send any comments to ARCEngage@Glasgow.ac.uk.