Business

Dining

Events

What are the minimum venue hire costs and catering requirements?

Minimum venue hire is £8,000 ex VAT for weekend bookings. Catering has a minimum spend of £69.50 per person with a minimum of 250 guests (£17,375 total). For smaller events, there's a minimum catering spend of £2,500 ex VAT for 100 guests, and some spaces require minimum spends of £41.50 per person with 280 minimum guests.

Which spaces are available and what are their capacities?

Available spaces include the Assembly Hall (main conference space for up to 600 theatre style), Hoare Memorial Hall (catering and exhibition space), Harvey Goodwin Suite (180 theatre style), Convocation Hall (100 theatre style), and various smaller rooms like Charter Room, Abbey Room, Westminster Room, and Herbert Baker Room for breakouts or meetings. Multiple spaces can be hired together for larger events.

What AV packages are available and what do they cost?

Standard AV packages start from £1,830 ex VAT for smaller rooms up to £4,794 ex VAT for the Assembly Hall. Packages include projectors, screens, sound systems, microphones (lectern, handheld, and lapel), lighting, laptops, and engineers. The Assembly Hall package includes a 4K laser projector, 8-speaker sound system, and stage lighting.

What are the standard operating hours and setup requirements?

Events typically run from 08:30-17:00 for day conferences, with evening events extending to 19:00-22:00. Setup access the evening prior costs £11,940 ex VAT (18:30-21:30) and venues must be cleared by 22:00. AV crew can access from 06:30 on event day for larger productions.

How far in advance do I need to book and what dates are typically unavailable?

Popular dates like September 23rd, October 21st, and June 26th get fully booked well in advance. The venue operates a 2nd option system for provisional bookings. It's recommended to have flexible dates as prime autumn conference dates fill up quickly, and the venue will suggest alternative venues if your preferred date is unavailable.

What catering options are available and how is pricing structured?

Day Delegate Rates (DDR) start from £59.50 per person including room hire, arrival refreshments, mid-morning and afternoon breaks, and lunch. Hot fork buffet options are £52.00 ex VAT per person. Traditional afternoon tea, breakfast items, and drinks receptions (from £29.50 per person) are available separately. All catering is provided by in-house partner Searcys.

Can I bring external suppliers or is everything provided in-house?

The venue has preferred in-house suppliers for catering (Searcys) and AV services. While the emails don't explicitly prohibit external suppliers, all quotes reference in-house services and there's a dedicated colleague (Ben) who handles filming enquiries, suggesting external production may require special approval through specific contacts.

What are the payment terms and booking procedures?

The venue operates through detailed proposals sent via email after initial enquiry. Site visits can be arranged (typically at 11:00am) where you meet the sales team at reception. Proposals include itemized breakdowns of venue hire, catering minimums, and AV packages. The venue uses a 2nd option hold system for provisional bookings while clients make decisions.

Are there any restrictions on event types or special requirements?

The venue accommodates conferences, award ceremonies, Christmas parties, boxing events, and filming. There are no explicit restrictions mentioned, though boxing events and unusual setups may require special discussion. The venue is fully accessible and located in Dean's Yard, Westminster with good transport links.

What happens if my budget is lower than the venue's minimums?

If your budget is below their minimums (one client mentioned £5,000-£6,000 vs. a proposal exceeding this), the venue will ask about budget flexibility. If there's no flexibility, they have a policy of helping find alternative venues, with sales staff stating they will "find the customer an alternative venue" when budgets don't align.