Technical Team (inc T&C's)

Our team of three full time technician's work all year round to produce some fantastic events. Based at our South Kensington campus, we deliver events at any Imperial Campus (including White City, Hammersmith & St Mary’s). Got an event off campus? No problem, contact us to get a customised quote to deliver your event there, we’re proud to be able to support our Imperial Community anywhere.

Whilst we are a small team, we still delivered 470 events over 2022-2023. We continually review our services and have extended our offering to improve options for your event, for example, we’ve introduced the new Hybrid Conference Package and improved the affordability of wireless Uplighters for your event. 

We use a team of highly skilled freelancers who work elsewhere in our industry, meaning we get the best people working on our productions. 

Our vision, in line with our Campus Operations strategy, is to be cost neutral to College - we are very proud to be an at-cost service, being flexible to meet our client requirements. 

Cancellation's (Service Terms & Conditions)

If you need to cancel your booking, relevant costs will be charged based on the below policy. Please communicate any possible need to cancel your event with the Rooms & Catering team, giving as much notice as possible.

Equipment Charges

For in-house equipment, the following timeframes & costs are applicable:  

• more than 7-days’ notice = 0% equipment charge
• within 7-days’ (168 Hours) = 25% equipment charge
• within 4-days’ (96 Hours) = 35% equipment charge
• within 2-days’ (48 Hours) = 70% equipment charge
• within 1-day (24 Hours) = 100% equipment charge

Any cancellation requested after 1700 will be actioned on the following day and be treated as requested on that following day. If cancelling on a Saturday or Sunday for the Monday or Tuesday, there will be a 100% equipment charge.

For equipment we’ve hired in for your event, the cost of cancellation with the supplier will be shared with you when cancelled as rates vary with different suppliers. At the time of booking, we can share cancellation rates when requested.

Staffing Charges

For Technicians, the following timeframes & costs are applicable unless stated otherwise at booking:

• more than 7-days’ notice = 0% charge
• within 7-days’ (168 Hours) = 25% charge
• within 4-days’ (96 Hours) = 50% charge
• within 2-days’ (48 Hours) = 75% charge
• within 1-day (24 Hours) = 100% charge

Any cancellation requested after 1700 will be actioned on the following day and be treated as requested on that day. If cancelling on a Saturday or Sunday for the Monday or Tuesday, there will be a 100% equipment charge.

For Agency technicians, the cost of cancellation with the agency will be shared with you when cancelled as rates vary with different suppliers.

Please contact roomsandcatering@imperial.ac.uk & conference.av@imperial.ac.uk with any cancellation queries.