Events

What are the pricing structures for different event spaces and time periods?

Event spaces are sold in two periods: Day (8:00-17:00) and Evening (18:00-23:00). Cross-period bookings (spanning both periods) incur higher costs. For example, the Auditorium costs £9,500 + VAT for day hire or £3,250 + VAT for evening hire, with cross-period hire at £12,000 + VAT. State Rooms & Terrace evening hire is £3,750 + VAT (reduced to £2,700 + VAT if confirmed within 2 weeks).

What are the mandatory minimum spend requirements for food and beverage?

All event bookings have mandatory F&B minimum spends that vary by space and time period. Day period minimum spend is £3,100, evening minimum spend is £4,650, and cross-period minimum spend is £3,500 + VAT. These minimums must be met through venue catering and cannot be waived.

What AV equipment is included and what are the mandatory technician costs?

The Auditorium includes 4K cinema laser projector, screen, 7.1 surround sound, microphones, lectern, and Wi-Fi, but requires two AV technicians at £1,000 + VAT per day. State Rooms include projector, screen, PA system, and microphones with one technician required at £525 per day (£400 for evenings). All AV technician costs are mandatory additions to quoted prices.

What are the capacity limits for different room configurations?

The Auditorium accommodates 300 in theatre style. State Rooms can host various configurations with the Euston Room and Stephenson Room available separately or combined with terrace access. Breakout rooms accommodate 20 people each in theatre or classroom style. Exact capacities depend on your specific layout requirements and room combination.

How far in advance must contracts be signed for short-notice events?

For events within one week, signed contracts are required by 12:00 the day after receiving the proposal to allow sufficient planning time. Full payment is also required prior to the event for such short-notice bookings. Standard advance bookings have more flexible contract timelines.

What catering packages are available and can external catering be used?

Venue offers Day Delegate Rates (DDR) from £85-£106.80 per person including room hire, meals, and refreshments. Reception packages start at £89 per person for 3 hours unlimited drinks plus canapés and bowl food. External catering is not permitted - all food and beverage must be provided by Searcys with their mandatory minimum spends.

What booking hold periods and option types are available?

Spaces can be held on 'first option' (priority hold) or 'second option' (backup hold). The venue releases enquiries if no response is received within their follow-up timeframe. For competitive dates, first option status is crucial as second option bookings may lose the space to confirmed first option clients.

Are there restrictions on event types, timing, or external suppliers?

All catering must be provided by Searcys - no external food or beverage is permitted. Entertainment suppliers like DJs can be contracted through the venue (with 20% service charge) or hired externally by the client. The venue has an ethical policy that may restrict certain event types or suppliers.

What additional costs should be budgeted beyond the base quote?

Beyond room hire and F&B minimums, budget for mandatory AV technicians (£400-£1,000 per day), optional equipment like stages (£475 + VAT) or lecterns (£165 + VAT), potential 20% service charges on venue-contracted suppliers, and VAT at 20% on all services. Cross-period bookings incur significantly higher room hire costs.

What spaces are suitable for exhibitions and how many exhibitor stands can be accommodated?

The Exhibition Space can accommodate approximately 20 exhibitor stands with power supply and Wi-Fi available. The space includes 5 built-in plasma screens (1 portrait screen at entrance, 4 within the hall). For larger exhibitions, the Auditorium and Exhibition Space can be combined, with the Media Wall available for an additional £1,250.