Arts

Events

Film and Photo

What are the operating hours and earliest access times for events?

The venue cannot accommodate events starting before 08:00, as confirmed when declining requests for 06:00 and 07:00 start times. Standard venue hire typically runs from 08:00-18:00, though some events can extend to 23:00. Weekend events may incur additional catering service charges.

What is the Day Delegate Rate (DDR) package and what does it include?

The DDR package costs £70.00-£102.00 per person and includes venue hire from 08:00-18:00, standard AV package (lectern, laptop, screen, projector, PA system, 2-3 microphones, AV technician), dedicated hospitality space, arrival refreshments, mid-morning refreshments, lunch, mid-afternoon refreshments with cake, venue staffing, utilities, furniture setup, free Wi-Fi, and dedicated event and hospitality managers. Additional AV beyond the standard package must be arranged through ConferenceCast/Torpedo, the approved AV provider.

What are the capacity limits for different room layouts?

The Woburn Suite (G22/26) accommodates up to 90 people in theatre layout or 50 in cabaret layout. The venue cannot accommodate 40 people in classroom format with proper desk space due to space limitations. Some rooms have small flip-top tables better suited for tablets rather than laptops.

What are the room hire costs without catering packages?

Individual room hire varies by space and duration. The Senate Room costs £1,800 for 08:00-17:00 hire. The Woburn Suite costs £1,400 for a 12pm-5pm hire. These prices are VAT inclusive, while catering and additional services are subject to VAT charges.

What catering options and pricing are available?

Catering includes tea/coffee with biscuits at £4.75+VAT per person, working lunch at £15.50+VAT per person, sharing platters from £19.95+VAT per person, and hot/cold buffet at £23.95+VAT per person. A 1-hour Senate drinks package costs £15.95 per person. Additional charges apply for service outside standard hours and on weekends.

What is the booking process and what forms are required?

All bookings require completion of an events application form and due diligence form for review and approval before being handed over to a dedicated event manager. These forms must be submitted even for provisional holds and allow the venue to quote more accurately based on specific requirements.

Are there restrictions on external suppliers and filming?

The venue has approved suppliers including ConferenceCast/Torpedo for AV services beyond the standard package. Filming enquiries are handled but specific rates and restrictions are not detailed in standard quotes. External catering arrangements are not explicitly mentioned in the available information.

What are the availability limitations and booking constraints?

The venue frequently has limited availability due to long-term lease bookings that occupy larger spaces. June 2025 shows no availability, and many enquiries are declined due to lack of space. Alternative dates offered include Tuesday 5th May 2026, Monday 11th May 2025, and Tuesday 12th May 2025 for some periods.

What AV equipment is included in standard packages?

Standard AV includes laptop/PC, data projector, screen, internet access, and 2-3 microphones with PA system in larger spaces requiring amplification. AV technician assistance is provided during setup. Any additional AV requirements beyond this standard list must be arranged through the approved supplier ConferenceCast/Torpedo.

What are the payment terms and provisional booking policies?

The venue offers provisional date holds while clients complete required forms and await approval. Specific payment terms and deposit requirements are not detailed in the available correspondence, but dedicated event managers are assigned once bookings are confirmed to handle these arrangements.