Events

What are the room hire rates and what's included in the base price?

Room hire rates vary by space and date, with examples including Crown Suite at £1,600 inc. VAT (reduced from £4,000), Auditorium from £17,000 per day, and syndicate rooms from £500-£1,700 inc. VAT. Base room hire includes projector and screen, Wi-Fi, signage, flipchart with markers, pads and pens, plus dedicated event planner and manager on the day.

What are the Day Delegate Rate packages and minimum numbers required?

Day Delegate Rates range from £62-£89 per person inc. VAT with minimum numbers typically 25-90 delegates depending on the room. DDR includes room hire, arrival tea/coffee with pastries, mid-morning tea/coffee with cookies, afternoon tea/coffee with cake, 2-course buffet lunch, projector and screen, flipchart, pads/pens, Wi-Fi, signage, and dedicated event staff.

How does the provisional booking system work and what are the deadlines?

Most spaces are offered on 'Joint 1st option' basis, meaning multiple clients can hold the same space simultaneously. The first client to confirm gets exclusive use if the contract is returned within three working days. The venue typically requires decisions within 24-48 hours when competing interest exists, with specific deadlines communicated via email.

What are the maximum capacities for different room layouts?

Crown Suite accommodates up to 120 theatre or 64 cabaret, Auditorium holds up to 500 theatre or 198 classroom, Beauchamp Suite fits 120 theatre, and Piazza handles up to 200 standing reception. Syndicate rooms typically accommodate 20-60 people in boardroom or theatre layouts depending on the specific room.

What AV equipment is included and what are the additional costs?

Each room includes one projector and screen at no extra charge. Additional AV costs include PA system £350-£750, microphones £66 each, lectern £64, AV technician £648 for 8 hours (mandatory when using 2+ microphones), stage £240, and external AV supplier fee £750 per day.

What are the standard operating hours and overtime charges?

Standard hire periods are typically 8 hours, usually 09:00-17:00 for day events or 18:00-midnight for evening events. Events can access from 8am on the day for setup. Hourly supplements and overnight hold charges apply for extended hours, with specific rates available on request.

What catering options are available and what are the minimum spends?

Individual catering includes tea/coffee from £4.95 per serving, working lunch £22.95, 2-course buffet £33.95 (minimum 15 people). Evening events have minimum spends ranging from £1,000-£14,000 inc. VAT depending on space, with 50% typically required to be spent on food. Canapés start at £24 per person, bowl food £45 per person.

Are there restrictions on music and event timing?

Background music is provided through hotel speakers at no charge. PA system hire costs £300 if you want to play your own music. For evening events, loud music must be turned down at 10pm, and some spaces like Piazza close at 22:00 with guests moving to Leo's Bar until 23:00.

What syndicate and breakout room options are available?

Syndicate rooms include Flin and Bowyer (£500 each, max 20 boardroom), Lutyens and Donne Suites (£1,500 each, max 50 theatre), Kitchener Suite (£1,500, max 50 theatre), and Pepys Suite (£1,700, max 60 theatre). All rates are inc. VAT and subject to availability.

What are the payment terms and cancellation policies?

Minimum spends must be pre-paid by the client, with any shortfall allocated towards room hire if not reached. Additional beverages over the minimum spend are paid on the day. Specific payment terms and cancellation policies are detailed in the Terms and Conditions document provided with each proposal.