Arts

Events

Film and Photo

What are the operating hours and earliest access times for events?

The venue cannot accommodate events starting before 08:00, as confirmed in multiple booking exchanges. Standard venue hire typically runs from 08:00-18:00, with some flexibility for later finishes depending on the event type and space requirements.

What is the Day Delegate Rate (DDR) package and what does it include?

The DDR package costs £70.00 per person and includes venue hire from 08:00-18:00, standard AV package (lectern, laptop, screen, projector, PA system, 2-3 microphones, AV technician), dedicated hospitality space, refreshments on arrival, mid-morning refreshments, sandwich lunch, mid-afternoon refreshments with cake, venue staffing, utilities, furniture setup, free Wi-Fi, and dedicated event and hospitality managers. Additional catering and services are subject to VAT charges.

What are the capacity limits for different room layouts?

The Woburn Suite (G22/26) accommodates up to 90 people in theatre layout or 50 people in cabaret layout. The venue cannot accommodate classroom format for 40+ people due to space limitations, and rooms like Senate 102, 106, and 107 have small flip-top tables better suited for tablets rather than laptops.

What additional costs apply beyond the base hire rates?

A 1-hour Senate drinks package costs £15.95 per person. Venue hire is VAT inclusive, but catering and security/services charges are subject to VAT. Additional AV beyond the standard package must be arranged through ConferenceCast/Torpedo, the approved AV provider, at extra cost.

What is the booking process and what forms are required?

All bookings require completion of events application and due diligence forms for review and approval before confirmation. These forms must be submitted to be allocated to a dedicated event manager, who will respond within two working days with a proposal for consideration.

How far in advance should I book and what is the availability like?

Availability is extremely limited, with many enquiries being declined due to lack of availability. June 2025 shows no availability, and alternative dates offered include Tuesday 5th May 2026, Monday 11th May 2025, and Tuesday 12th May 2025, indicating booking well in advance is essential.

What AV equipment is included and what are the upgrade options?

Standard AV includes laptop/PC, data projector, screen, internet access, and 3 microphones. For events requiring amplification in larger spaces, PA systems and additional microphones are provided. All additional AV requirements beyond the standard package must be arranged through ConferenceCast/Torpedo, the venue's approved AV provider.

What are the catering options and pricing structure?

Catering options include tea/coffee and biscuits at £4.75+VAT per person, working lunch at £15.50+VAT per person, sharing platters from £19.95+VAT per person, and hot or cold buffet at £23.95+VAT per person. Additional charges apply for service outside standard hours, including weekends.

Can I bring external suppliers or is there a preferred vendor list?

The venue has approved suppliers including ConferenceCast/Torpedo for AV services and Gather and Gather for hospitality services. External supplier arrangements are not explicitly detailed in the available information, but all bookings require approval through the due diligence process.

What are the contact details and response times for enquiries?

Contact the venue at uolevents@london.ac.uk or call +44 (0) 20 7862 8104 for urgent enquiries. The Event Sales Manager Bharat Dave can be reached at 0207 660 8177 or mobile 07960 019 754. The team typically responds within two working days once application forms are submitted.