Business

Dining

Events

What are the venue hire rates for business events and what's included in the base price?

Venue hire rates vary by room and timing. For example, the Lecture Room costs £1,100 VAT exempt for 9am-12:30pm with organizer access from 8:15am. The Reading Room costs £1,700 VAT exempt for 9am-5pm, while the Council Room is £1,400 VAT exempt for the same hours. All rates are VAT exempt and include basic room setup, but catering and AV are additional charges.

What are the capacity limits for different business event setups?

The Lecture Room accommodates up to 40 guests for presentations. The Reading Room holds up to 70 guests for standing receptions. The Beatrice Webb Room can seat up to 50 guests in cabaret style or 94 in theatre style. The Council Room seats up to 70 for seated dinner or meetings, with a maximum of 30 guests in boardroom style for smaller rooms.

What are the mandatory catering minimums and typical costs for business events?

There is a minimum evening spend of £1,000 + VAT for catering. Basic refreshments start at £3.75 + VAT per person for tea and coffee, rising to £6.60 + VAT for tea, coffee and pastries. Lunch options range from £25.00 + VAT per person for sandwich lunch to £39.75 + VAT for fork buffet. A catering fee of £300 + VAT per hour applies for service before 8am.

What AV equipment is available and what are the additional costs?

Basic AV packages include up to two microphones and standard equipment. You can add a stage for £350 + VAT or upgrade to packages with up to 4 microphones and a sit-in technician. All AV requirements must be arranged through their approved suppliers list, and third-party suppliers outside this list require written approval from the venue.

What are the standard operating hours and access arrangements?

Standard venue access is typically from 8:15am for organizers, with events running 9am-5pm for day hire or until midnight for evening events. Access to spaces begins at 8am for some bookings. Additional hours after 10pm incur extra charges of £500 VAT exempt per hour.

Are there restrictions on external suppliers and what approval is required?

The venue has a detailed list of Approved Suppliers for Audio Visual, Production, and Floristry, plus Recommended suppliers. Use of any third-party suppliers outside this approved list must be agreed in writing by {10-11} Carlton House Terrace before the event. This applies to all external vendors including caterers, AV technicians, and decorators.

What is the booking process and what information is required to secure a date?

To process bookings, they require full contact details initially. For contract preparation, you must provide: full name of signatory, organisation, signatory email/telephone/address, finance contact details if different, and PO number if required before deposit invoice generation. A 50% deposit invoice is sent after receiving the signed hire agreement.

What additional services are available and what do they cost?

Unmanned cloakroom with coat rails is complimentary, while manned cloakroom is available on request for additional cost. Service charge is complimentary for most bookings. Late catering service after 11pm incurs a £300 + VAT per hour fee. The venue can arrange virtual 360 tours for event planning purposes.

Are there any day-of-week pricing differences or seasonal restrictions?

The venue operates on weekdays with standard business hours. December is noted as a very busy period with bookings operating on a first-to-confirm basis. Some rooms may have limited availability on certain dates, and alternative dates are typically offered when primary choices are unavailable.

What room combinations are available for larger business events?

For events requiring multiple spaces, you can hire combinations such as the Beatrice Webb Room with Gallery and Music Room as catering spaces. The Council and Barnard Rooms can be hired together for events needing separate presentation and networking areas. Ground floor options include Reading Room with shared lobby access.