Business

What is the Day Delegate Package rate and what does it include?

The Day Delegate Package costs £64.00 per person (£71.50 including VAT) with a minimum of 80 people required. It includes dedicated pre-event and on-site coordinator, room hire for the main meeting room, full day beverage service (three servings of coffee, tea, water and biscuits), working lunch with sandwiches, 3 hot items, fruit and sweet treat, afternoon snack selection, LCD/projector, screen, flipchart & pens, free Wi-Fi access, and delegate stationery.

What are the room hire rates for individual spaces without catering packages?

The Boardroom costs £500 VAT exempt and includes the screen. The Gulbenkian Room is £1,200 VAT exempt for a 5.5-hour hire (12:30-6pm). Additional catering spaces like Nash and Portland can be added for £500 VAT exempt.

What are the capacity limits for different room setups?

Venue 1 accommodates maximum 150 people in cabaret layout or 328 people in theatre setup. The Gulbenkian Room has a maximum capacity of 48 in cabaret style. The Boardroom accommodates 6-30 people for meetings or up to 30 standing for receptions.

What AV equipment is available and what are the costs?

Basic LCD/projector and screen are included with Day Delegate Packages and some room hires. PA system with 1 handheld microphone costs £180 including VAT (£174 in some quotes). Additional microphones are £72 including VAT each. For more than 3 microphones in Venue 1, a dedicated sound engineer is required starting at £540 including VAT.

What catering options are available beyond the Day Delegate Package?

Working lunch for delegates costs £19.80 including VAT per person. Tea and coffee servings cost £8.40 including VAT per serving per person. Post-event Prosecco and canapés package costs £52.00 including VAT per person and includes PA system for background music, 6 canapés per person, 2 glasses of Prosecco per person, plus orange juice and water.

Can I make last-minute changes to guest numbers?

Yes, guest numbers can be increased even at the last minute. One client successfully added 4 additional attendees the day before their event, bringing their total from 36 to 40 people. The venue accommodated this change and updated the function sheet and invoice accordingly.

What payment methods are accepted and when is payment due?

The venue accepts PayPal payments and sends PayPal links for invoices. Payment appears to be required before the event, as staff follow up on outstanding invoices prior to event dates. Specific payment terms and deadlines should be confirmed when booking.

Are there any time restrictions on room availability?

Some rooms have time restrictions depending on other bookings. Venue 2 may only be available until 4pm if there's another event starting at 4pm. The venue can be unavailable on certain dates due to existing bookings, so early enquiry is recommended.

What support is provided on the day of the event?

A dedicated on-site coordinator is included with Day Delegate Packages. The venue provides setup assistance and has staff members like James who work on event days. The team receives positive feedback for their efforts in setting up events and providing day-of support.

How far in advance should I book and how long are provisional holds?

The venue offers provisional holds for 10 working days while clients make decisions. For popular dates, early booking is recommended as the venue can become fully booked. Some clients are asked to confirm bookings by specific deadlines (such as Friday) to secure their dates.