Business

What is the Day Delegate Rate pricing and what does it include?

The Day Delegate Rate is £55-£70 per person inclusive of VAT, with a minimum of 150-300 delegates depending on the package. This includes meeting room hire from 9:00am-5:30pm, early access from 7:00am, unlimited tea/coffee/refreshments with healthy options, 3-course hot buffet lunch, LCD projector and screen, flipchart, stationery and pens, high-speed internet for all delegates, and a dedicated meeting host for the day.

What are the capacity limits for the Business space and main venue areas?

The Galleon Suite can accommodate up to 500-700 delegates depending on layout style, with the Business space (Russell room) being ideal for smaller boardroom meetings and training sessions. The venue offers flexible setups including theatre, cabaret, and classroom styles. Breakout rooms are available with additional hire fees of £1,000-£1,200 per room.

What are the booking hold periods and confirmation deadlines?

Space is typically held on a provisional basis until a specified decision date, which can range from several weeks to months depending on the event date. For example, bookings may be held until a date like "23 June 2025" after which the space is automatically released for general sales if not confirmed. You must confirm within the stipulated timeframe or risk losing your booking.

What AV equipment is included and what additional technical support is available?

Standard package includes LCD projector (HDMI compatible laptop required), screen, flipchart, and basic built-in AV system. The Russell room features a 98-inch smart touch screen TV with built-in speakers and ClickShare facility. Additional AV requirements like multiple screens, microphones, or professional staging incur extra charges and should be discussed during booking.

What are the early access and setup arrangements?

Early access is included from 7:00am on the event day as part of the Day Delegate Rate. For events requiring evening-before setup (such as AV testing or exhibitor preparation), this must be arranged separately and may incur additional charges. The venue allows 3-hour setup windows the evening prior for larger conferences.

Are there any commission structures for booking agents or intermediaries?

The venue offers 10% commission on gross revenue for both accommodation and food & beverage/Day Delegate Rate bookings. This applies to confirmed bookings made through agents or event management companies and is calculated on the total booking value before VAT.

What catering flexibility exists beyond the standard Day Delegate Rate?

While the Day Delegate Rate includes set catering, alternative options are available including sandwich lunches at £18 per person, unlimited tea/coffee with biscuits at £7.50 per person, and drinks receptions at £35 per person for 3 hours. External catering may be permitted for certain events, particularly private celebrations, but this requires prior approval.

How far in advance should bookings be made and what happens if dates aren't available?

The venue experiences high demand with many dates showing as unavailable due to confirmed events. Popular dates can be booked months in advance, and the venue will ask about date flexibility if your preferred dates are unavailable. They maintain a waiting list for cancellations and will proactively contact you if space becomes available.

What are the contact details and response times for bookings?

The main booking contact is the Meetings & Events department at +44 (0) 207 692 3650 or meetings@imperialhotels.co.uk. The venue typically responds to enquiries within 1-2 business days and offers site visits for potential bookings. Key contacts include Husein Khoja (Cluster Head of Event Sales & Planning) and other team members like Umair and Divyam.

Are there any charity discounts or special rates available?

The venue offers charity discounts for registered charities and educational institutions. Specific discount rates are not detailed in standard communications but are available upon request when booking. You must provide proof of charity registration status to qualify for reduced rates.