Business

Events

Other

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

Room hire rates vary by space and date, ranging from £450-£6,500 per day. For example, Studio 1 costs £1,350 per day (reduced from £1,700), while The Arena costs £5,000 for dry hire. All rates include complimentary WiFi, mineral water, 85" TV with HDMI cable, and 1 flipchart. VAT is included in all quoted prices.

What are the capacity limits for different room setups?

The Arena accommodates up to 350 people in theatre style or 162 with round tables. Remix 1+2 can hold up to 200 people in theatre style or 135 in cabaret setup (9 people per table). Studio 1 accommodates up to 100 people in theatre setup. Smaller meeting rooms typically hold 10-50 people depending on layout.

How long are booking options held and what are the payment terms?

Initial proposals are typically valid for 7 days, after which spaces are automatically released if not confirmed. Some bookings are placed on "shared option" meaning multiple clients may be holding the same dates. The first client to request and sign a contract secures the space on a definite basis.

What are the catering costs and minimum spend requirements?

Day Delegate Packages start at £75-£85 per person (minimum 90-250 people depending on room). Individual catering includes unlimited tea/coffee at £17.50 per person, sandwich lunch at £17.50 per person, and restaurant lunch at £29 per person. Some larger spaces like Remix 1+2 require a minimum food and beverage spend of £2,500-£4,000.

What audio-visual equipment is available and what are the costs?

Basic AV (85" TV, HDMI cable, flipchart) is included in room hire. Additional equipment costs include PA system from £650-£750, microphones from £90-£100 each, and AV technician from £650 per day. Large conference live streaming equipment with up to 5 cameras costs £3,300-£3,500 per day. External AV suppliers are permitted with PAT test, RAM test, and liability insurance.

What are the policies for external catering and vendors?

External catering requires at least two weeks advance notice for approval. Simple items like sandwiches may be permitted with a signed form, but full external catering needs proper authorization. External AV equipment is allowed but requires PAT forms, RAM tests, and liability insurance documentation.

Are there any restrictions on event timing or setup requirements?

Events typically run during standard business hours, though evening events until midnight are possible. Setup time should be factored into your booking. October availability is very limited and results in higher costs due to demand. Some spaces may have restrictions on staging - for example, The Arena stage is not recommended for certain event types.

What commission structure applies to bookings made through agents?

A 10% commission is paid on the gross rate for bookings made through agents or intermediaries. This is clearly stated in proposals and factored into the overall event costing structure.

What exhibition and networking space options are available?

The Arena (23m x 18m) can accommodate up to 30 exhibition stands with 2m x 3m or 3m x 2m table configurations. Power supply is available to exhibition tables. Remix 1+2 can accommodate up to 15 exhibition stands in a reception layout. Exhibition space hire for The Arena costs £6,500 per day.

What happens if I need to cancel or modify my booking?

Specific cancellation terms are not detailed in standard proposals, but bookings are automatically released if not confirmed within the validity period (typically 7 days). Any changes to confirmed event requests may result in requoting. Contact the events team directly to discuss modification or cancellation policies for your specific booking.