Business

Events

Other

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 for different spaces and what's included?

Room hire varies by space: smaller meeting rooms from £450-£550 per day, Studio 1 at £1,350 per day (reduced from £1,700), and larger spaces like Remix 1+2 at £2,950-£3,150 per day. All rates include WiFi, mineral water, 85" TV with HDMI cable, and 1 flipchart, with VAT included.

What are the Day Delegate Package rates and what do they include?

Day Delegate Packages range from £75-£85 per person with minimum guaranteed numbers (typically 90-250 people depending on the event). This includes arrival tea/coffee with treats, mid-morning and mid-afternoon refreshments, delegate lunch, room hire, pads/pens, mineral water, screen, LCD projector, and flipchart.

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 style, while smaller meeting rooms typically hold 10-50 people depending on layout.

What are the catering options and pricing?

Tea/coffee without snacks costs £4 per person per serving, with snacks £7 per serving. Unlimited tea/coffee throughout the day is £17.50 per person. Sandwich lunch costs £17.50 per person, while restaurant lunch is £29 per person. Canapes start at £16 for 4 items or £23 for 6 items per person.

What are the audio-visual equipment costs and requirements?

PA systems cost from £650-£750, microphones from £90-£100 each, and AV technicians from £650 per day. Large conference live streaming equipment with up to 5 cameras costs £3,300-£3,500 per day. If bringing external AV equipment, you must provide PAT test, RAM test, and liability insurance forms.

What are the minimum spend requirements and additional mandatory costs?

Some larger spaces require minimum food and beverage spends (e.g., £2,500 for Remix 1+2, £4,000 for evening events). Exhibition space in the Arena costs an additional £5,000-£6,500 for dry hire. Commission of 10% is paid on gross rates for some bookings.

What are the external catering policies and approval requirements?

External catering requires at least two weeks advance notice for approval. For simple items like sandwiches, you may only need to sign a form, but kitchen access is not provided. External catering is not permitted for short-notice bookings (less than two weeks).

What booking information is required to secure a space?

You must provide full name of contract signatory, email address, phone number, company name, company address, event timings, catering requirements, layout preferences, and AV needs. This information is required before a detailed proposal can be issued and space held.

How does the shared option booking system work?

Some dates are held on "shared option," meaning multiple clients may be holding the same space and dates. The first client to request and sign a contract secures the space on a definite basis. This gives multiple bookers the opportunity to confirm while the venue assesses demand.