Events

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

The Day Delegate Rate is £69.00 per person (reduced from £99.00), with a minimum of 70-120 delegates depending on the room. It includes main meeting room hire, arrival tea/coffee with pastries, mid-morning tea/coffee with cookies, afternoon tea/coffee with cake, 2-course buffet lunch, projector and screen, flipchart with markers, pads/pens/paper, Wi-Fi, signage, dedicated event planner, and dedicated event manager on the day.

How does the 'Joint 1st Option' booking system work?

Joint 1st Option means multiple clients can hold the same space on the same day simultaneously. The first client to confirm and return the contract within three working days gets exclusive use of the space. If you don't confirm by the deadline, your booking will be automatically released to other interested parties.

What are the room capacities and layouts available?

The Milton Suite accommodates up to 200 theatre style or 150 delegates theatre/120 cabaret style with no natural daylight but full air conditioning. The Blackfriars Suite holds maximum 6 boardroom style. Leo's Balcony accommodates up to 100 people with a £4,000 minimum spend (50% on food). The Wren and Lutyens Suite can accommodate up to 400 theatre style.

What are the mandatory AV costs beyond basic projector and screen?

While projector and screen are included, additional AV costs are: PA system £245-£350, microphones £66 each, lectern £64, stage blocks £54 each, AV technician £550 (maximum 8 hours, mandatory for 2+ microphones), and External AV Supplier Fee £750 per day. These are all inclusive of VAT.

What are the setup and breakdown charges for events?

Evening setup the night prior costs £2,000 for rooms like the Wren and Lutyens Suite. De-rig from 5:30pm until 11:00pm costs £2,000. For the Milton Suite, setup from 7pm the night before is available. Standard 8-hour hire periods run from 9:00am-5:00pm, with hourly supplements for additional time.

What are the minimum spend requirements for drinks receptions?

Minimum spends vary by space: Sabine Rooftop Bar has a £5,000 minimum spend inclusive of VAT plus 12.5% service charge, Leo's Balcony requires £4,000 (50% on food), Leonardo Royal Hotel City Piazza requires £7,000 inclusive of VAT (50% on food), and general drinks receptions start from £3,000-£10,000 depending on the venue space.

What catering options are available beyond the Day Delegate Rate?

Catering includes canapes from £24 per person (6 items), bowl food from £45 per person (2 cold, 3 hot, 1 dessert), BBQ items from £45 per person (3 grill items, 4 salads, 2 desserts), and banquet packages starting from £79-£89 per person including arrival drink, 3-course meal, and half bottle of wine.

Are there any restrictions on music and event timing?

For outdoor events, loud music must be turned down at 8pm, with soft background music allowed until 11pm and carriages at 11pm. Hotel music plays by default - if you want your own music, you must hire the PA system for £300. Leo's Bar can remain open until 11pm for indoor events.

What exhibition and breakout space options are available?

Exhibition spaces include the Churchill Suite at £1,500 (reduced from £1,900) and Pepys Suite with the same features and rate. The venue can accommodate up to 3 exhibition stands maximum. Additional meeting rooms include Reynolds Room (£800, max 12 boardroom), Nightingale Room (£600, max 8 boardroom), and various syndicate spaces subject to availability.

How far in advance do I need to confirm my booking?

Decision deadlines are typically given with specific dates and times, such as 'by 12:00 on Tuesday' or 'by 30.06.25 at 13:00pm at the latest.' If no response is received by the deadline, the space is automatically released. For Joint 1st Option bookings, contracts must be returned within three working days of confirmation to secure exclusive use.