Business

Dining

Events

What are the pricing structures for different event spaces and what mandatory costs should I budget for?

Pricing varies significantly by space and event type. The Pacific Ballroom costs £17,500 per day for dry hire, while private dining rooms like Newton cost £500-£950 per day plus minimum spends of £1,300-£2,000. All rates include VAT but exclude a mandatory 12.5% service charge. Security is compulsory for evening events at £27 per hour with a 6-hour minimum (£162 minimum). Additional costs include AV equipment (screens cost £325) and any external vendor setup fees.

What are the capacity limits for different event formats across the venue's spaces?

The Pacific Ballroom accommodates up to 400 people for conferences or 250 for weddings. Green Dragon and Magpie holds up to 50 guests in banquet layout. Ginger Lily Bar has a maximum capacity of 150 for exclusive hire. Newton private dining room accommodates up to 12 people maximum. Four Swans can host up to 30 guests for meetings or private dining.

What are the payment and cancellation policies I need to know about?

Full payment is required upfront along with a signed event agreement to guarantee your booking. If you cancel within 30 days of the event, you'll be charged the full minimum spend or room rental fee. Cancellations more than 30 days in advance receive a full refund. Guest number reductions within 7 business days may result in charges based on original contracted numbers.

What are the minimum spend requirements and how do they work?

Minimum spends vary by space and guest count. Ginger Lily Bar requires £3,000-£10,000 depending on group size and timing. Newton private dining has a £1,300-£2,000 minimum spend. These minimums are for food and beverage only and cannot be combined with other hotel services. Any additional charges beyond the minimum must be settled by the primary host on the event day.

What catering options and pricing are available for corporate events?

Day delegate rates start at £160-£195 per person including arrival breakfast, morning/afternoon refreshments, lunch, stationery, AV, and WiFi. Dinner packages range from £165 per person (including champagne, wine, three-course meal). Canapés start at £25 per person for 4 pieces, bowl food from £50 per person. Beverages include house wine from £48 per bottle, champagne from £99 per bottle, beer £8, soft drinks £5.

How far in advance do I need to place food orders and what happens if I don't?

Pre-orders must be placed no later than 7 business working days before your event date. If you fail to provide your order within this timeframe, the culinary team will design a personalised menu for you, which may not align with your preferences or dietary requirements. This policy applies to all catering regardless of event size or type.

What AV equipment is included and what are the costs for additional technology?

Basic packages include integrated 4K LED screens, webcams, WiFi, and background music. Newton includes a 65-inch AV screen with video conferencing capability. Additional TV screens cost £325. The venue can accommodate external AV suppliers subject to approval, though specific costs for professional conference AV (projectors, PA systems, microphones, staging) are quoted separately based on requirements.

What are the access times and setup restrictions for events?

Standard event packages include specific hire times (e.g., 18:30-23:30 for dinners, 08:00-17:00 for meetings). Extended access for setup may be available but likely incurs additional charges. The venue requires advance notice for any special setup requirements, external vendor access, or equipment deliveries. Same-day bookings are not accepted due to setup time constraints.

Are there restrictions on external vendors and what approval processes apply?

External caterers and vendors are subject to the venue's formal approval process and due diligence requirements. The venue works with preferred partners for specialized services like kosher catering. While external suppliers can be accommodated, they must be approved in advance and may incur additional setup or access fees. The venue reserves the right to refuse vendors who don't meet their standards.

What spaces can be privatised and what does exclusive hire include?

The Pacific Ballroom Level can be exclusively hired for £10,000 plus minimum spend, including private entrance, cloakroom, pre-function area, and VIP room for 8 people. Meeting Place (5 meeting rooms plus catering area) costs £9,000 for exclusive use. Ginger Lily Bar exclusive hire ranges from £3,000-£10,000 minimum spend depending on guest count and timing. All exclusive hires include full privatisation of the specified areas.