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What are the booking hold periods and when do provisional options expire?

Provisional bookings are typically held for 7 days from the quote date. If you don't confirm and sign a contract within this timeframe, the space will be automatically released. Some quotes may have shorter validity periods of 2 days, so check your specific proposal carefully.

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 depending on the room size and demand. Base hire typically includes WiFi, mineral water, 85" TV with HDMI cable, and 1 flipchart. Some spaces may have minimum spend requirements on food and beverage in addition to room hire.

What are the catering options and pricing for meetings and workshops?

Tea and coffee without snacks costs £4 per person per serving, while tea/coffee with snacks is £7 per person. Unlimited tea and coffee throughout the day is £17.50 per person, and sandwich lunch is £17.50 per person. Restaurant lunch is £29 per person, and there's a working buffet option at £24.50 per person.

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

Basic AV (85" TV with HDMI cable, screen, LCD projector, flipchart) is typically included in room hire. Additional equipment from trusted AV suppliers includes PA systems from £650-£750, microphones from £90-£100 each, and AV technicians from £650 per day. Large conference live streaming equipment costs from £3,300-£3,500 per day.

Can I bring my own AV equipment and what documentation is required?

Yes, you can supply your own AV equipment at no additional cost. However, you must provide PAT test certificates, RAM test documentation, and liability insurance forms for each item of equipment you bring.

What are the capacity limits for different room setups?

The Arena can accommodate 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 spaces typically accommodate 100 people maximum in theatre style.

How much advance notice is required for external catering approvals?

External catering requires at least two weeks advance notice to secure necessary approvals. For simple items like sandwiches, you may only need to sign a form, but full external catering arrangements need longer lead times for proper authorization.

What are the commission rates for bookings made through agents?

Commission is paid at 10% on the gross rate for bookings made through agents or intermediaries. This is clearly stated in proposals and factored into the pricing structure.

Are there different pricing rates for peak periods and how flexible are the rates?

October availability is very limited and results in higher costs with less flexibility on rates. December rates may also be higher due to demand. The venue sometimes offers reduced rates from standard pricing, but this varies by availability and demand periods.

What happens if I need to make changes to my event requirements after booking?

Any changes to your original event request will be subject to possible requoting. This includes changes to delegate numbers, room setup, catering requirements, or timing. It's important to finalize all details before signing the contract to avoid additional costs.