Business

Events

Weddings

What are the exact hire rates for the Premier Suite and what additional mandatory costs should I budget for?

The Premier Suite offers a Classic Day Delegate Rate (DDR) package at £53 + VAT per person, which includes room hire, arrival refreshments, mid-morning and afternoon tea/coffee, finger buffet lunch, projector and screen, flipchart, Wi-Fi, and parking. Additional mandatory costs include cleaning contribution at £425 + VAT, and you must have minimum £5 million public liability insurance coverage.

What is the maximum capacity for the Premier Suite and what layouts are available?

The Premier Suite can accommodate up to 500 delegates in theatre style seating. It's located on the first floor of the Grandstand with views of the Parade Ring and Winner's Enclosure, plus access to the Grandstand Apron overlooking the racecourse.

What staffing costs are mandatory and what are the hourly rates?

Staffing is charged at £18.50 + VAT per person per hour (6-hour minimum) for stewarding, car park attendants, event support, and cloakroom staff. Security staff cost £26.80 + VAT per hour (6-hour minimum), SIA licensed supervisors are £28.30 + VAT per hour, and first aid is £185 + VAT per day (8-hour minimum). All staffing costs double on bank holidays including New Year's Day, Easter Sunday, Christmas Day, and Boxing Day.

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

The DDR package includes a projector and screen plus built-in PA system at no extra charge. Additional AV costs are: lectern and microphone £90 + VAT, standalone microphone £70 + VAT, lapel microphones £60 + VAT, large screen/projector £250 + VAT, medium stage £350 + VAT, and AV technician for the day £395 + VAT.

Are there breakout rooms available and what do they cost?

Yes, breakout rooms are available as additional spaces. Based on similar bookings, costs range from £300-£1,800 + VAT depending on size and capacity. Specific rooms and pricing need to be confirmed based on your requirements and availability on your event date.

What catering options are available and are there minimum spends?

The venue offers internal catering with minimum spends that apply (specific amounts quoted on request). You can also bring external catering, but this requires health, safety, and hygiene certificates for all food outlets, plus licenses for any bars. All catering would be served in the Exhibition Hall on the ground floor, just below the Premier Suite.

What are the booking and payment procedures?

The venue can place bookings on hold while you confirm details with your client. Payment timelines and deposit requirements are provided with individual quotes. All rates are subject to annual increases from 1st April each year, and VAT is added to all quoted prices.

Are there any restrictions on event timing or setup requirements?

The venue has its own on-site train station providing direct access to Waterloo, making it easily accessible for delegates. Specific timing restrictions, setup requirements, and any limitations on evening events or late finishes would need to be confirmed based on your specific event requirements and date.