Business

Events

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What are the booking hold periods and when do provisional options expire?

Provisional bookings are typically held for 7 days from the quote date. If you don't confirm within this timeframe, the space will be automatically released from the system. Some quotes may have shorter validity periods of 2 days, so check your specific proposal for exact expiration times.

What are the room hire rates for different spaces and what's included?

Room hire varies by space: smaller meeting rooms from £450-£550 per day, Studio 1 at £1,350 per day (reduced from £1,700), and larger spaces like Remix 1+2 at £2,950-£3,150 per day. All rates include Wi-Fi, mineral water, 85" TV with HDMI cable, and 1 flipchart, with VAT included.

What are the Day Delegate Package rates and what do they include?

Day Delegate Packages range from £75-£85 per person with minimum guaranteed numbers required (typically 90-250 people depending on the event). The package includes arrival tea/coffee with treats, mid-morning and mid-afternoon refreshments, delegate lunch, room hire, pads/pens, mineral water, screen, LCD projector, and flipchart.

What are the catering options and pricing for meetings and events?

Catering options include: unlimited tea/coffee £17.50 per person, tea/coffee with snacks £7 per serving, sandwich lunch £17.50 per person, restaurant lunch £29 per person, and hot/cold fork buffet £24.50-£29 per person. Classic canapés start at £16 for 4 items per person, with gourmet options from £21 per person.

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 setup or 135 in cabaret style (9 people per table). Studio 1 accommodates up to 100 people in theatre setup, while smaller meeting rooms typically hold 10-50 people depending on layout.

What are the audio-visual equipment costs and requirements?

Basic AV is included in room hire (screen, projector, flipchart). Additional equipment costs: PA system £540-£750, microphones £90-£100 each, AV technician from £650, and large conference live streaming equipment £3,300-£3,500 per day. External AV equipment requires PAT test, RAM test, and liability insurance forms.

What are the policies for external catering and vendor requirements?

External catering requires at least two weeks advance notice for approval. For simple items like sandwiches, you may only need to sign a form confirming you won't need kitchen access. All external vendors must provide PAT forms, RAM tests, and liability insurance documentation.

What are the minimum spend requirements and commission structure?

Some larger spaces have minimum food and beverage spends (e.g., £2,500 for Remix 1+2, £4,000 for evening events). Commission is paid at 10% on gross rates. Exhibition spaces like the Arena cost £5,000-£6,500 for dry hire, with additional costs for stands and power.

What are the booking confirmation requirements and payment terms?

To confirm bookings, you must provide full contact details including company name, address, phone number, and email address of the contract signatory. Bookings require signed contracts within the option period, and some may be placed on shared option meaning multiple parties can bid for the same space.

What are the setup and timing restrictions for events?

Events typically run during standard business hours with setup time included in day rates. Evening events may have different pricing structures. Some spaces can accommodate events from early morning (7am access) to late evening (until 11:59pm), but timing affects pricing and availability.