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 depending on the room size and demand. Base hire includes complimentary WiFi, still and sparkling mineral water, 85'' TV with HDMI cable, and 1 flipchart with pads and pens. All rates are inclusive of VAT.

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 may be placed on 'shared option' meaning multiple clients can hold the same dates until one signs a contract. Commission is paid at 10% on gross rate for confirmed bookings.

What are the catering options and minimum spend requirements?

Catering ranges from £4 per person for basic tea/coffee to £29 per person for restaurant lunch. Day Delegate Packages start at £75-£85 per person including arrival refreshments, mid-morning break, lunch, afternoon break, room hire, and AV equipment. Some larger spaces require minimum food and beverage spends of £2,500-£4,000.

What capacity limits apply to 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 spaces typically accommodate 50-100 people depending on layout requirements.

What are the audio-visual costs and requirements for external equipment?

PA systems cost from £540-£750, microphones from £90-£100 each, and large conference live-streaming equipment starts at £3,300 per day. If bringing external AV equipment, you must provide PAT test certificates, RAM test, and liability insurance forms for each item.

How much advance notice is required for external catering approval?

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 significantly more lead time for proper authorization.

What are the timing restrictions and setup requirements?

Events typically run during standard business hours with setup time included in daily hire rates. Evening events may incur additional charges. Access times vary by booking but generally allow for reasonable setup and breakdown periods within the hired timeframe.

Are there additional costs for exhibition space and equipment?

Exhibition areas like the Arena (23m x 18m) cost £5,000-£6,500 for dry hire and can accommodate up to 30 exhibition stands. Power supply to exhibition tables and additional equipment like staging may incur extra charges depending on specific requirements.

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

Bookings are automatically released if not confirmed within the proposal validity period (typically 7 days). For confirmed bookings, specific cancellation terms apply though exact details aren't specified in standard quotes - these would be outlined in the final contract.

Can I arrange site visits and when do I need to make final decisions?

Site visits can be arranged and are encouraged before making final booking decisions. The venue typically requires confirmation within 7 days of receiving a proposal, and follow-up reminders are sent if no response is received by specified deadlines.