Business

Events

What are the room hire costs for the different spaces and what's included in the base price?

Room hire varies by space: Carlton Room £1,500+VAT, Library Room £1,800+VAT, Terrace Room £1,400-£2,400+VAT depending on event type, and Elizabeth Room starts from £4,800+VAT for exclusive first floor use. All prices include basic AV equipment (projectors/screens, sound system, microphones, Wi-Fi), AV team support on arrival and on-call, and natural daylight in most spaces.

What are the capacity limits for different room layouts in the business spaces?

Carlton Room accommodates up to 105 theatre style or 48 cabaret style. Library Room holds up to 80 theatre, 50 classroom, 40 cabaret, or 32 boardroom style. Terrace Room fits 75 theatre style or 70 banqueting. Elizabeth Room can handle up to 210 theatre style, 150 banqueting, or 120 cabaret style with exclusive first floor access.

Are there mandatory minimum catering requirements and what do they cost?

Yes, all events have mandatory catering minimums. Carlton Room requires minimum 55 people for catering, Library Room minimum 15, Terrace Room minimum 55, and Elizabeth Room minimum 70-180 depending on package. Basic tea/coffee with biscuits starts at £4.30+VAT per person, while full day delegate packages range from £70-£98+VAT per person including all meals and refreshments.

What are the standard access times and costs for extending hours?

Standard access is typically 8:00-17:00 for day events or 18:00-23:00/23:30 for evening events. Additional access from 7am or extending to 11pm costs £500+VAT per hour, subject to availability. Weekend room hire rates are significantly higher, with some spaces costing £3,500+VAT per day on weekends.

What AV equipment is included and what are the costs for additional technical support?

Basic AV is included: projectors/screens, sound systems, microphones, and Wi-Fi with AV team support on arrival. Additional AV technician costs £400+VAT for 4 hours, £700+VAT for 9 hours, or £80+VAT per additional hour. External AV equipment fee is £500+VAT, and extra microphones cost £45+VAT each.

Can external catering be brought in or is all food provided in-house?

External catering is not permitted on the premises. All catering must be provided by the venue's in-house supplier, Vacherin. This includes all food and beverage requirements, from basic tea and coffee to full meals and bar services.

How far in advance do bookings need to be confirmed and what is the hold policy?

The venue typically holds spaces on first option for 5 working days while clients make decisions. If no response is received within this timeframe, bookings are released to other interested clients. Popular dates fill up quickly, with some dates showing multiple competing enquiries.

Are the event spaces private and will other events be taking place simultaneously?

Yes, designated event spaces like the Library area are completely private with no public access during events. Each hired space functions as an exclusive room with no walk-through traffic. However, multiple events can occur simultaneously in different parts of the building.

What additional costs should be budgeted beyond the base room hire?

Beyond room hire, budget for mandatory catering minimums, potential AV technician fees (£400-£700+VAT), extended access hours (£500+VAT per hour), and optional extras like flipcharts (£25+VAT), notepads (£2+VAT per person), clickers (£25+VAT), and additional screens (£160+VAT each). VAT at 20% applies to all charges.

What meeting room combinations are available for events requiring breakout spaces?

Library Room includes access to 3 private meeting rooms (Mall and Chandos for up to 12 boardroom each, Prescott for up to 4 boardroom). Second floor exclusive hire provides 4 rooms: Carlton (105 theatre), Grosvenor (48 theatre), Alie (48 theatre), and Park (40 theatre) plus mezzanine networking space. Elizabeth Room can be combined with additional breakout rooms for larger conferences.