The Exchange
Student B – Events Team
Answer:
Good morning, The Exchange events team. How can I help?
If necessary, ask how many people are attending and what kind of event they’re organising.
Rooms
The main conference room is available on the requested date.
Capacity:
| Layout | Capacity |
|---|---|
| Theatre style | 80 |
| Everyone at tables | 56 |
A mixed tables-and-chairs layout for 60 is possible.
There are two breakout rooms:
- first breakout room included
- second breakout room £120 extra
- each holds about 25 people
Equipment
Included:
- projector
- large screen
- Wi-Fi
- one handheld microphone
- basic technical set-up
Additional microphone: £25
A technician for the whole day costs extra.
Catering
| Item | Price |
|---|---|
| Tea/coffee | £4.50 per person, per serving |
| Buffet lunch | £16 per person |
| Water | Free |
Vegetarian and vegan food is available.
Gluten-free meals need to be requested at least five working days in advance.
Accessibility
- Step-free entrance
- Lift to all meeting floors
- Wheelchair-accessible meeting rooms
- Accessible toilet
Costs
Main room: £650
This includes the main room, first breakout room, projector, screen, Wi-Fi, one microphone and basic technical set-up.
For 60 people, if they want the main room + two breakout rooms + two microphones + one tea/coffee serving + buffet lunch:
Approximate total: £2,025
Booking
- 25% deposit to confirm
- Final numbers required 7 days before
- Dietary requirements confirmed in advance
- Remaining balance invoiced after the event
Make it natural: Some answers should create follow-up questions. For example:
Caller: Can the room accommodate 60 people?
You: Yes, theatre-style is no problem. If you want everyone at tables, though, the maximum is 56.
Then stop and let the caller decide what to ask next.