Business

Dining

Events

What are the room hire costs and minimum spend requirements?

Council Chamber hire is £1,000 + VAT (reduced from £1,700 + VAT for some events) with a 70-person minimum for dinner events. Dorchester Library hire is £2,000 + VAT (reduced from £2,700 + VAT for some events) with a 70-person minimum. The venue has a minimum spend requirement of £2,000 + VAT for smaller events, even if only booking for 4 hours.

What are the catering packages and pricing?

Day Delegate Rate (DDR) packages start from £84-£105.60 + VAT per person with minimum guarantees of 80-200 delegates depending on the event. This includes room hire, 3 refreshment breaks, lunch, event manager, cloakroom, and Wi-Fi. Dinner packages are £70-£74.50 + VAT per person for a 3-course meal with half bottle of wine. Drinks reception is £22 + VAT per person for one hour unlimited beer, wine, soft drinks and nibbles.

What are the capacity limits for different room layouts?

Council Chamber accommodates up to 100 people in theatre style or 64 in cabaret layout. Dorchester Library seats up to 180 in theatre style. Wolfson Theatre has auditorium seating for up to 300 people. The venue requires minimum guest numbers for certain packages - typically 70-200 people depending on the event type and room.

What are the standard event timings and access hours?

Events typically run from 9:00-17:00 with complimentary access from 7:00. Earlier access from 5:00 is available at £250 + VAT per half hour. Evening events can access from 6:00pm. Overnight setup after 23:00 is available subject to application and additional costs. Catering requests before 8:00 incur an additional £250 + VAT per hour charge.

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

Basic AV packages start from £2,000 + VAT and include projection screen, 12,000 lumens projector, conference lectern, laptops, PA system, 12 microphones, lighting rig, and technical support from 8:00-17:00. Some rooms include plasma screens at £150 + VAT. The Wolfson Theatre includes comprehensive theatrical lighting and recording capabilities.

Are there restrictions on event content or activities?

The venue requires knowing the event topic to ensure it adheres to Royal College of Physicians values. Inflatables are not permitted in the garden areas. The venue is closed for refurbishment during the entire month of August. Events must have pre-ordered tickets rather than door sales for certain event types.

What spaces are available for exhibitions and networking?

The Osler and Long Room can accommodate exhibitions and networking alongside catering. The venue can accommodate 6-8 sponsor stands with standard tables and pull-up banners. Some exhibitors may require TVs which can be arranged. The Lasdun Hall is available for drinks receptions and networking events.

What is the booking process and payment terms?

The venue offers first option holds on dates, but if another enquiry comes in, you have 48 hours to confirm or the booking moves to a second option waitlist. Site visits can be arranged to view the facilities. The venue contact is Fairouz Grzyb on +44 (0)207 034 4905, though she has scheduled annual leave periods in July-August 2025.

Are there any discounts available for specific organizations?

The venue offers reduced rates for certain events, with room hire dropping from £1,700 to £1,000 + VAT and from £2,700 to £2,000 + VAT in some cases. Charity rates are available with DDR reduced from £93 to £89 + VAT per person. However, the venue frequently declines bookings that don't meet their budget minimums.

What outdoor spaces are available and what are the restrictions?

The venue has garden and medicinal garden spaces available for £2,500 + VAT with a minimum spend of £69 + VAT per guest. BBQ and pizza packages are available for 3-hour events with unlimited drinks. However, inflatables are prohibited in garden areas, and outdoor spaces are subject to the August closure for refurbishment.