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What are the exact room hire rates and what's included in the base price?

Room hire rates vary significantly by space and date, ranging from £450-£6,500 per day. For example, Studio spaces typically cost £450-£1,350 per day, while larger spaces like The Arena cost £5,000-£6,500 per day. All rates include complimentary WiFi, mineral water, 85'' TV with HDMI cable, and 1 flipchart with pads and pens. All rates are inclusive of VAT.

How long are booking options held and what are the payment terms?

Initial proposals are typically valid for 7 days, after which the space is automatically released if not confirmed. Some bookings may be placed on 'shared option' meaning multiple clients can hold the same dates until one signs a contract. The venue requires at least two weeks' notice for external catering approvals.

What are the capacity limits for different room setups?

The Arena accommodates up to 350 people in theatre style or 162 with round tables. Remix 1+2 can hold up to 200 people in theatre style or 135 in cabaret setup (9 people per table). Studio spaces typically accommodate up to 100 people in theatre style. Specific capacity depends on the chosen layout and room configuration.

What are the catering options and minimum spend requirements?

Catering options include unlimited tea/coffee (£17.50 per person), sandwich lunch (£17.50 per person), restaurant lunch (£29 per person), and various breakfast items (£3.50-£22 per serving). Some larger spaces have minimum food and beverage spends, such as £2,500 for Remix 1+2. Day Delegate Packages start at £75-£79 per person for minimum 90 people.

What audio-visual equipment is available and what are the additional costs?

Basic AV (85'' TV with HDMI, screen, LCD projector, flipchart) is included in room hire. Additional equipment costs extra: PA system from £650-£750, microphones from £90-£100 each, AV technician from £650 per day. Large conference live streaming equipment costs from £3,300-£3,500 per day. External AV suppliers are permitted with PAT test, RAM test, and liability insurance forms.

Can external catering be brought in and what are the restrictions?

External catering is permitted but requires at least two weeks' advance notice for approvals and a signed form. Simple items like sandwiches may be allowed with shorter notice. The venue cannot accommodate external catering requests with very short notice (less than 24 hours). Kitchen access may require additional arrangements.

What are the setup and access times for events?

Events typically run during standard business hours with setup time included in the day rate. Some quotes mention specific timings like 12:00-17:00 or 9:00-17:00. Extended hours or evening events may incur additional charges. Access times should be confirmed when booking as they vary by event type and space.

Are there any mandatory additional services or hidden fees?

Commission of 10% is paid on gross rates for some bookings. Exhibition spaces may require specific stand sizes (2m x 3m or 3m x 2m tables mentioned). Some events require mandatory services like security or additional staffing, though specific costs aren't detailed in the available information. All quoted rates are inclusive of VAT.

What is the cancellation and rebooking policy?

Bookings are automatically released if not confirmed within the proposal validity period (typically 7 days). If a booking expires, clients must request a new quote as rates and availability may change. The venue reserves the right to release spaces or offer them on shared option to other bookers if contracts aren't signed promptly.

How far in advance should bookings be made and what information is required?

The venue requires full contact details including company name, address, phone number, and email address for all bookings. Event specifications needed include delegate numbers, setup style, catering requirements, timing, and AV needs. Booking lead times vary, but external catering requires minimum two weeks' notice for approvals.