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

Provisional bookings are typically held for 7 days, after which they automatically expire and the space is released. Some quotes specify shorter hold periods of 2 days or may be placed on shared option where multiple clients can hold the same dates simultaneously. You must confirm and sign a contract within the hold period to secure your booking.

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

Room hire varies significantly by space and demand. Examples include £450-£550 per day for smaller meeting rooms (10-12 people), £1,350-£2,950 for mid-size spaces (50-100 people), and £3,150-£6,500 for larger venues like The Arena or Remix spaces. All rates include WiFi, mineral water, flipchart, and basic AV equipment like 85" TV with HDMI cable.

What are the catering options and pricing for corporate events?

Tea and coffee without snacks costs £4 per person per serving, while tea/coffee with snacks is £7 per person. Unlimited tea and coffee throughout the day is £17.50 per person, sandwich lunch is £17.50 per person, and restaurant lunch is £29 per person. Day Delegate Packages range from £75-£85 per person including arrival refreshments, breaks, lunch, room hire, and basic AV equipment.

What are the capacity limits for different room setups?

The Arena accommodates up to 350 people in theatre style but only 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 100 people maximum in theatre style, with smaller rooms suitable for 10-50 delegates depending on layout requirements.

What are the additional AV costs and requirements?

Basic AV (screen, projector, flipchart) is included in room hire, but additional equipment incurs extra charges. PA systems cost from £650-£750, microphones from £90-£100 each, and large conference live streaming equipment costs £3,300-£3,500 per day. If bringing external AV equipment, you must provide PAT test certificates, RAM test, and liability insurance documentation.

What are the external catering policies and approval 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, but kitchen access is not provided. The venue cannot accommodate external catering requests with short notice, and approval processes must be completed well in advance of your event date.

What are the minimum spend requirements and commission structure?

Some larger spaces have minimum food and beverage spend requirements, such as £2,500 for Remix 1+2 in addition to the £3,150 room hire. Day Delegate Packages typically require minimum guaranteed numbers (e.g., 90-250 people depending on the package). Commission is paid at 10% on gross rates for bookings made through agents.

How do pricing and availability change during peak periods?

October availability is very limited and results in higher costs with no flexibility on day delegate rates due to high demand. Rates can be reduced from standard pricing during quieter periods - for example, room hire reduced from £1,700 to £1,350, or from £5,000 to £3,500 depending on dates and demand.

What exhibition and breakout space options are available?

The Arena (23m x 18m) can accommodate up to 30 exhibition stands with 2m x 3m or 3m x 2m table configurations. Power supply is available to exhibition tables, and the space can be used alongside main conference rooms. Multiple breakout rooms are available, with Studios 3, 6, 8, and 10 costing approximately £500-£1,000 per room depending on size and setup requirements.

What are the booking confirmation and contract requirements?

To confirm a booking, you must provide full contact details including company name, address, phone number, and the name of the person signing the contract. Bookings require signed contracts within the option period, and the venue requests updates on decision timelines. Site visits can be arranged to help with the decision-making process.