Business

Conferences

Events

What is the venue hire cost for conferences at Lumiere Underwood (Underwood Lofts), and what does it include?

The venue hire for all of Underwood Lofts (New White Loft, New Victorian Loft, Chalet, and Palm Room) is £5,350 + VAT per day for up to 8 hours. This rate includes tables and chairs as required, soft furnishings, complimentary WiFi (up to 300 Mbps), air conditioning, and DDA-compliant facilities. Extra hours are charged at £160 + VAT per hour and are available between 7am and 11pm.

What are the capacity limits and recommended layouts for conferences?

The combined spaces can accommodate up to 160 guests in theatre style, 140 in cabaret style, or 180 standing. The recommended layout for conferences is cabaret or theatre style to maximise visibility for screens and presentations. Separate breakout and networking areas can be arranged within the interconnected spaces.

What catering options and costs are available for full or half-day conferences?

Catering is available with several options: breakfast from £8.90 + VAT per person, buffet lunch from £19.99 + VAT per person, individual boxes and bowls from £11 + VAT per person, and unlimited refreshments (tea, coffee, juice, biscuits) from £11.90 + VAT (basic) or £15.90 + VAT (with soft drinks) per person. A 10% service charge is mandatory on the final catering bill.

Is self-catering allowed and are there any additional charges?

Self-catering is permitted but incurs a charge of £12.90 + VAT per person. All external catering must be pre-approved by the venue.

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

The venue offers 85-inch Smart TV screens at £275 + VAT each, microphone and PA systems at £90 + VAT each, stage pieces (1m x 2m) at £125 + VAT each, lecterns at £25 + VAT each, and clickers at £10 + VAT each. AV packages and additional requirements should be requested in advance to ensure availability.

What are the standard event timings and what if I need access outside these hours?

Venue hire includes access between 7am and 11pm, with a standard full-day considered up to 8 hours (e.g., 9am to 5pm). Additional access before or after the agreed times is charged at £160 + VAT per hour. Early setup (such as evening before) may be accommodated for an extra charge, subject to availability.

Are there any restrictions on dates or minimum hire periods for conferences?

The minimum hire period for Underwood Lofts is a full day (up to 8 hours). Hourly hire is not available. Mid-week dates (Tuesday to Thursday) are in highest demand and typically more expensive or less available, while Mondays and Fridays may offer better availability or value. Some dates may be entirely unavailable due to prior large bookings or required setup times for major events.

How do I secure a conference booking and what is the payment process?

Once you are happy with your event proposal, a contract will be sent via DocuSign for electronic signature. Booking is confirmed only upon contract signature. Exact deposit and payment schedules are not detailed in the provided information.

What services or facilities might incur extra or unexpected costs?

Service charge of 10% applies to all catering costs. Extra charges apply for AV equipment (see specific item costs), extended hours (£160 + VAT per hour), use of external caterers (£12.90 + VAT per person), and optional extras such as staging or presentation aids. Alcohol, drinks packages, and additional setup or pack-down time will also incur extra fees where included.

Are there any notable prohibitions, restrictions or unique venue rules for conference events?

Hourly rentals are not permitted—only full-day bookings are accepted. Large events may affect the availability of consecutive days due to required setup and turnaround time. All vendors, including caterers, must be pre-approved by the venue. No specific details are provided regarding music, decoration, or other prohibitions; areas of incompleteness should be clarified directly with the venue.

What accessibility and transport features does this venue offer for conferences?

Underwood Lofts is fully DDA compliant with lift access to all spaces and accessible bathrooms. The venue is located a 6-minute walk from Old Street station, offers air conditioning, cycle storage, modern reception area, and separate breakout/catering spaces. High-speed WiFi up to 300 Mbps is included.