Business

Events

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

Room hire rates vary by space and date, ranging from £450-£6,500 per day. For example, Studio 1 costs £1,350 per day (reduced from £1,700), while The Arena costs £5,000 for dry hire. All room hire includes complimentary WiFi, mineral water, 85'' TV with HDMI cable, and 1 flipchart. VAT is included in all quoted rates.

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

Initial proposals are typically held for 7 days as a 'First Option' before being released or moved to shared option status. Some bookings may be placed on 'Shared Option' immediately, meaning multiple clients can hold the same dates until one confirms with a signed 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 1 accommodates up to 100 people in theatre style. Smaller meeting rooms typically hold 10-50 people depending on layout.

What are the catering options and minimum spend requirements?

Day Delegate Packages start at £75-£85 per person (minimum 90-250 people depending on room). Individual catering includes: unlimited tea/coffee £17.50 per person, sandwich lunch £17.50 per person, restaurant lunch £29 per person. Some larger spaces like Remix 1+2 have minimum food and beverage spends of £2,500-£4,000.

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

Basic AV (85'' TV, HDMI cable, flipchart) is included in room hire. Additional equipment is sourced from external suppliers: PA system from £650-£750, microphones from £90-£100 each, large conference live streaming equipment £3,300-£3,500 per day. Clients can bring their own AV equipment with PAT test, RAM test, and liability insurance forms.

What are the policies for external catering and vendors?

External catering requires at least two weeks' notice for approval and a signed form acknowledging the arrangement. For simple items like sandwiches, only a form signature is required without kitchen access. External AV suppliers are permitted but must provide PAT forms, RAM tests, and liability insurance documentation.

Are there any mandatory additional costs or fees?

Commission of 10% is paid on gross rates to booking agents. Some rooms have mandatory minimum spends on food and beverage (£2,500-£4,000). AV technicians cost from £650 per day if required. Exhibition spaces in The Arena cost an additional £6,500 for up to 30 stands with 2m x 3m dimensions.

What are the setup and access arrangements?

The venue has 17 meeting rooms with private entrance and lift access, separate from the main hotel. Events typically run during standard business hours, though evening events until midnight are possible. Setup time is included in daily hire rates, and the venue can accommodate various layouts including theatre, cabaret, classroom, and boardroom styles.

What happens if I need to cancel or modify my booking?

Bookings are automatically released if not confirmed within the option period (typically 7 days). Any changes to confirmed event specifications may result in requoting. The venue reserves the right to release space or offer it on shared option if contracts aren't signed within the specified timeframe.

What information is required to secure a booking?

The venue requires full contact details including name, email, phone number, company name and address for their system. Event specifications needed include: timings, delegate numbers, layout requirements, catering needs, AV requirements, and event purpose. A signed contract is required to secure definite booking status.