Business

Events

Film and Photo

What are the minimum room hire costs and capacity requirements for business events?

Room hire minimums start at £2,000 + VAT for most spaces, with some events requiring higher minimums. The Council Chamber costs £1,000-£1,200 + VAT (reduced from £1,700 + VAT) and the Dorchester Library costs £2,000 + VAT (reduced from £2,700 + VAT). Most spaces require minimum guest numbers - typically 70-100 people minimum for catering packages.

What are the Day Delegate Rate (DDR) packages and what do they include?

DDR rates range from £84-£105.60 + VAT per person depending on the event size and space. The DDR includes main room hire, private catering room hire, 3 refreshment breaks with hot and cold drinks plus sweet and savoury bites, lunch (hot fork buffet, bento boxes for up to 100 people, or bowl food options), dedicated event manager, complimentary cloakroom, and complimentary Wi-Fi. Minimum guarantees typically apply (80-200 delegates depending on package).

What are the catering costs for drinks receptions and dining events?

One-hour unlimited drinks reception (beer, wine, soft drinks and nibbles) costs £22 + VAT per guest with minimum spend requirements. Three-course meals with half bottle of wine cost £70-£89.40 + VAT per person. Dinner packages in the Dorchester Library require a 70-person minimum, while some spaces offer reduced rates for larger groups.

What are the access times and additional charges for early setup?

Standard access is typically from 07:00 hours complimentary, with events running 09:00-17:00. Earlier access from 05:00 hours is available at £250 + VAT per half hour or part thereof. Overnight setup after 23:00 hours the night prior is available subject to application with costs quoted separately. Additional charges of £250 + VAT per hour apply for catering requests before 08:00 hours.

What AV packages are available and what do they cost?

Theatre AV packages cost £2,000-£2,400 + VAT and include 12,000 lumens projector, projection screen (16:9), conference lectern, confidence monitors, 2 PC laptops plus 1 MacBook Pro, multi-input presentation switcher, built-in PA system, 12 microphones (6 cabled, 6 radio), hearing induction loop, complete theatrical lighting rig, Zoom/Teams capability, basic video capture, and expert technical support from 08:00-17:00 hours.

Are there restrictions on event content and what approval is required?

The venue requires knowing the topic of your event to ensure it adheres to the values of the Royal College of Physicians. Events must align with the venue's professional medical and educational mission. Content approval is part of the booking process, and events that don't meet their standards may be declined.

What are the capacity limits for different room configurations?

The Wolfson Theatre accommodates up to 300 people in auditorium seating for theatre-style events. The Dorchester Library holds up to 180 in theatre style, while the Council Chamber accommodates up to 100 in theatre configuration. For cabaret-style setups, capacities are typically lower and vary by specific room and layout requirements.

When is the venue closed and what are the seasonal restrictions?

The venue is completely shut during the entire month of August for soft refurbishment, with no events possible during this period. However, limited availability may exist for specific weekend dates (such as August 6-7) for garden events with special packages. All other times of year are generally available subject to existing bookings.

What are the garden event options and restrictions?

Garden events are available in both the main garden and medicinal garden spaces for £2,500 + VAT, with a minimum spend requirement of £69 + VAT per guest. The venue offers BBQ and Pizza packages for 3-hour events with unlimited drinks (beer, wine, soft drinks). Inflatables are strictly prohibited in the garden areas. Pre-ordered tickets are required - no door sales are permitted.

How does the booking hold system work and what are the decision timelines?

Initial enquiries are held on first option basis. If another enquiry is received for the same space, you have 48 hours to make a decision or your booking moves to a second option waitlist. The venue may decline bookings that don't meet budget minimums or content requirements, and will actively help find alternative venues for unsuitable enquiries.