Hotel Ballrooms for Hire in London

FAQs about Hotel Ballrooms in London

How much does it cost to rent a ballroom in a hotel in London?

If you are hiring a small to medium-sized ballroom in a three-star or less hotel, you should expect to pay anywhere from £1,500 to £2,000 per session. If you are seeking a large ballroom in a luxury hotel in one of London’s premier neighbourhoods, the cost can easily reach £15,000 or more. (All data from Tagvenue.)

What additional costs might I need to pay when hiring a hotel ballroom in London?

Catering can be a significant expense, with per-person costs ranging from £50 to £200 per person or more, depending on the menu and beverage options. You may be able to offset some of these catering costs with external catering, but it will depend on the venue. Hiring AV equipment can also be costly; fees for sound systems, projectors, and screens can vary, but expect to pay more than a few hundred pounds. Also, you will likely need to hire wait staff, bartenders, and security personnel, which will incur additional charges. Unless the ballroom offers extensive built-in decor, you might also need to factor in drapery, tablecloths, centrepieces, or floral arrangements, which can add up quickly. Finally, you may be asked to pay a security deposit to cover potential damages during the event.

What should be included in the hire of a hotel ballroom in London?

By carefully considering the following elements and inclusions and negotiating your contract with the hotel, you can ensure your ballroom meets all your event needs and avoid surprises.

• The ballroom is the core element, and the hiring contract should clearly state its size and capacity. You want the ballroom to comfortably accommodate your guest list and have space for desired activities like a dance floor or stage. 
• Pre-function space - You can use this area for guest registration, a cloakroom, or a welcome area with drinks and light bites. 
• Tables and chairs - A standard rental should include sufficient tables and chairs to seat your guests according to your chosen layout (e.g., round tables, banquet style). 
• Lighting - General ambient lighting and the ability to adjust brightness or create mood lighting are essential. 
• Climate control -  A comfortable temperature is essential for guest enjoyment.
• Audio/visual equipment - This might include a sound system, projector, and screen.  
• Wi-Fi access -  This amenity is essential for many events nowadays, check bandwidth and any additional fees.

Also, remember to clarify the following points:

• Set-up and breakdown times - Specific windows might be allocated for setting up your event decorations and breaking everything down afterward. 
• Cancellation policy -  Understand the hotel's cancellation policy and any potential fees.
• Parking -  If your event requires guest parking, inquire about valet service or nearby parking options and associated costs.