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Conference Booking and Planner Form - Notes


These notes will guide you in the completion of the Conference Booking and Planner Form.

The Form assists the Monash Prato Centre to evaluate enquiries, formulate a quotation for use of Centre facilities and services, and assist you throughout the planning process.

[i] Billing details: If the Organiser/User is not a Monash faculty or centre the fee is exclusive of all taxes and consequently the service will be invoiced from Italy and the current sales tax (IVA) applied according to the law in force on the day the invoice is processed.

[ii] Event website: The URL you provide will be included in our Calendar of Events on the Monash Prato website.

[iii] Description of the event for communication purposes: Please provide an approx. 200 word description of the conference in ‘everyday’ language which could be used for communication purposes including on the Monash Prato website. Please include the following aspects of the conference: theme, organising institution(s), desired outcomes, intended publications, target audience, international links, keynote speakers, and sponsorship and/or grants.

[iv] Rooms: The building has a capacity to host up to 400 people (300 on the first floor, 100 on the ground floor). The Salone Grollo, the main conference room, can accommodate 130 people in a theatre set up (250 using videolink to other rooms). There are a variety of smaller spaces, which can hold between 10 and 60 people. The Centre can accommodate up to 6 parallel sessions (subject to room availability). The Breakout rooms consist of 2 interconnected areas that can be used either for: informal discussion; poster session; or as a catering area together with the Piccolo Bar.  The Centre has a series of entertaining spaces including a large outdoor terrace with views of Prato's medieval centre, a recently restored internal garden, indoor reception rooms and buffet areas.  Please note, the terrace and garden are available for exclusive use for an evening reception until 7:30pm.  During the day they are common areas available to all Centre visitors, including event delegates for coffee and lunch breaks. Take a virtual tour or click here for a summary of room capacities and characteristics. Please note that the Centre is a multifunctional venue and will likely be hosting other events simultaneously.

[v] AV set up: The standard audio-visual equipment available in each room comprises laptop, data projector, overhead screen, audio and internet. Additional equipment or services may incur an extra cost.  Interested in live streaming or video recording of a keynote speaker or sessions during your workshop? The Centre now offers in-house live streaming, video and audio recording services in select rooms. Contact us for further information and a price list of these services. Specific IT and AV requests need to be notified well in advance of your event. Conference delegates who plan to use their own laptops (especially those using Macintosh) should ensure they bring the necessary accessories for overhead projection and power adaptors for Italy. For detailed information see our website.

[vi] Conference packs: Conference packs are part of a standard package for groups of up to 30 participants and include folder, pen, notepad, and city map with Monash Prato branding; larger groups can order a greater quantity or substitute with their own.

[vii] Printing and copying services: Bulk printing and binding services are outsourced to a local provider, costs can vary depending on quantity and will be provided separately.

[viii] Gifts and local products: Prato is famous for typical local products including ‘cantucci’ almond biscuits and re-generated wool products which make the perfect gift for conference delegates or speakers.

[ix] Catering service: Designated catering areas in the Centre include the Main Bar, Piccolo Bar, Sala Biliardo and Sala Specchi, which will be assigned according to event size.  Final costs depend on the menus selected and are not included in the quote for venue hire.  We will forward menus if the catering service is selected.

[x] Poster session: A total of 18 poster boards are available. Each board is double-sided and measures 150X120 cm. If you are planning a poster session please consider that you may need extra rooms for their positioning.

[xi] Accommodation: Centre staff can provide advice as to the most suitable options and help secure group bookings and reductions, however individual bookings must be made directly with the hotels/residences. Please refer to our website for a list of recommended hotels and residences in Prato.

[xii] Social and Cultural activities: Guided walking tours of Prato, group bookings for the Textile Museum, or half day trips to the Carmignano wine region are an example of the type of social and cultural activities that Centre staff can advise on and organise.