Business

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 based on 100 guests minimum. All prices exclude VAT.

What spaces are available and what are their capacities?

Key spaces include the Assembly Hall (main conference space for up to 600 theatre style), Hoare Memorial Hall (catering and exhibition space for 250 standing), Harvey Goodwin Suite (180 theatre style for breakouts), Convocation Hall (100 theatre style), and Bishop Partridge Hall (150 standing for drinks receptions). Multiple smaller rooms are available for breakouts, green rooms, and organiser offices.

What are the standard AV package costs and what's included?

AV packages start from £4,495 ex VAT. The Assembly Hall standard package (£3,995 ex VAT) includes 4K laser projector, large screens, sound system, microphones, lighting, and engineers. Harvey Goodwin Suite package is £2,330 ex VAT, and Convocation Hall is £1,525 ex VAT. All packages include WiFi access and technical support.

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 booked well in advance. The venue operates a 2nd option system where dates can be held provisionally. It's recommended to have flexible dates as prime autumn conference dates fill up quickly, particularly September through November.

What are the Day Delegate Rate (DDR) options and pricing?

DDR packages are available starting from £49,500 ex VAT for 500 guests, which includes room hire of multiple spaces, arrival refreshments, mid-morning and afternoon refreshments, and two-choice standing fork buffet lunch. The minimum DDR is typically based on 330 guests minimum. Alternative DDR options include hot fork buffet at £52.00 ex VAT per person.

What are the setup and access arrangements for events?

Setup access is available the evening prior to events, typically from 6:30pm-9:30pm for £11,940 ex VAT (venue must be cleared by 10pm). Standard event access is from 8:30am-5:00pm, with extensions available until 6:00pm or 7:00pm for drinks receptions. AV testing and exhibitor setup can be arranged during the setup period.

Can I use external caterers or bring my own food and drink?

The venue works with Searcys as their catering partner and has minimum spend requirements. External catering arrangements are not mentioned in standard proposals, suggesting the venue operates with their preferred catering partner. All catering appears to go through the venue's systems with set minimum spends per person.

What additional costs should I budget for beyond the basic venue hire?

Beyond venue hire, budget for mandatory AV packages (starting £1,525 ex VAT), catering minimums (£69.50 per person minimum), setup evening if required (£11,940 ex VAT), and VAT at 20% on all costs. Weekend bookings incur additional charges, and some AV packages have weekend supplements of £500 per package.

What room combinations work best for different event sizes?

For large conferences (300+ people): Assembly Hall as main plenary with Hoare Memorial Hall for catering and Bishop Partridge Hall for drinks. For medium events (100-200): Harvey Goodwin Suite with Robert Runcie Room for catering. Multiple breakout combinations available including Charter Room for individual meetings and College Room as green room space.

Are there any restrictions on event types or special requirements?

The venue accommodates conferences, award ceremonies, Christmas parties, and corporate events. Boxing events have been quoted, suggesting flexibility in event types. Filming enquiries are handled by a separate specialist team member. The venue is fully wheelchair accessible and offers web-streaming and live broadcasting capabilities for hybrid events.