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MD Conference Part 1 and BD Conference
Tuesday, 20 January 2026
BAE Systems is organising a two-day MD Conference in London or its outskirts, bringing together 100 managing directors for a dynamic programme of main plenary sessions, multiple breakout discussions, and engaging social events. The event aims to foster collaboration, knowledge sharing, and networking among senior leaders, with an agenda featuring a seamless blend of structured sessions, refreshment breaks, and evening networking drinks and dinner. This will be followed by the BD Conference, consisting of similar numbers, for a 1 x day event.
Proposal Version 1.0
Prepared for BAE Systems, updated on 27 August 2025
Project Summary
Event
MD Conference Part 1 and BD Conference
Date
Tuesday, 20 January 2026
To
Thursday, 22 January 2026
Alternative Dates
London or Outskirts
Location
London or Outskirts
ATTENDEES
100
Budget Per Person
Total Budget
Accommodation
1 night(s) stay for 20 guests:
Check-in: Monday 19 January 2026
Check-out: Tuesday 20 January 2026
, 1 night(s) stay for 100 guests:
Check-in: Tuesday 20 January 2026
Check-out: Wednesday 21 January 2026
, 1 night(s) stay for 80 guests:
Check-in: Wednesday 21 January 2026
Check-out: Thursday 22 January 2026
Agenda
| Day 0 – Mon, 19 January 2026 | Day 1 – Tue, 20 January 2026 | Day 2 – Wed, 21 January 2026 | Day 3 – Thu, 22 January 2026 |
|---|---|---|---|
• Event Office: 9:00 AM – 11:00 PM Room Type: Event Office Room Layout: Boardroom |
• Arrival and Registration : 8:00 AM – 9:00 AM Room Type: Registration Area Room Layout: Reception |
• Main Plenary Session: 9:00 AM – 5:00 PM Room Type: Main Meeting Space Room Layout: Cabaret |
• Main Plenary Session : 9:00 AM – 5:00 PM Room Type: Main Meeting Space Room Layout: Cabaret |
• Main Room Set Up : 6:00 PM – 11:00 PM Room Type: Main Meeting Space Room Layout: Cabaret Notes: External AV supplier setup |
• Multiple Breakout Sessions: 9:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Multiple breakout sessions (6-8) to run in the PM of this day, exact number of pax TBC |
• Event Office: 9:00 AM – 11:00 PM Room Type: Event Office Room Layout: Boardroom |
• Event Office : 9:00 AM – 5:00 PM Room Type: Event Office Room Layout: Boardroom |
• Event Office: 9:00 AM – 11:00 PM Room Type: Event Office Room Layout: Boardroom |
• Filming Room: 9:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Reception Notes: Room must be bright and airy with high ceilings. A private lounge space would be ideal. |
• Filming Room: 9:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Boardroom |
|
• Filming Room: 9:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Reception Notes: Room must be bright and airy with high ceilings. A private lounge space would be ideal. |
• Multiple Breakout Sessions: 9:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Multiple breakout sessions (6-8) to run in the PM of this day, exact number of pax TBC |
• AM Refreshment Break : 10:30 AM – 11:00 AM Room Type: Catering Area Room Layout: Reception |
|
• Main Plenary Session: 9:00 AM – 5:00 PM Room Type: Main Meeting Space Room Layout: Cabaret |
• AM Refreshment break: 10:30 AM – 11:00 AM Room Type: Catering Area Room Layout: Reception |
• Lunch: 1:00 PM – 2:00 PM Room Type: Restaurant Room Layout: Reception |
|
• AM Refreshment break: 10:30 AM – 11:00 AM Room Type: Catering Area Room Layout: Reception |
• Lunch: 1:00 PM – 2:00 PM Room Type: Restaurant Room Layout: Reception |
• PM Refreshment Break: 3:30 PM – 4:00 PM Room Type: Catering Area Room Layout: Reception |
|
• Lunch: 1:00 PM – 2:00 PM Room Type: Restaurant Room Layout: Reception |
• PM Refreshment break: 3:00 PM – 3:30 PM Room Type: Catering Area Room Layout: Reception |
• Main Room De-rig: 5:00 PM – 9:00 PM Room Type: Main Meeting Space Room Layout: Cabaret |
|
• PM Refreshment break: 3:00 PM – 3:30 PM Room Type: Catering Area Room Layout: Reception |
• Networking Drinks and Dinner : 7:00 PM – 11:00 PM Room Type: Restaurant Room Layout: Reception |
||
• Networking drinks and dinner : 7:00 PM – 11:00 PM Room Type: Restaurant Room Layout: Reception Notes: Networking dinner must take place in a separate space (not the main meeting room or foyer/catering area used during the day). Hotel restaurant works well for this but it must be private. Occasional seating required. |
Venue Suggestions
Documents & Floor Plans
File Name | Download |
|---|---|
Meeting Spaces
Click the meeting space for more details
Room Name | Short Description | Header Image | Theatre Style | Rounds | Classroom | Room Type | Standing | Additional Info | Order | Bedroom | Notes | Max Capacity | Description | Boardroom | Headerimageurl | Cabaret Half Rounds | Ushape | Hollowsquare |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Beaufort Ballroom | null | null | null | Main Meeting Space | null | b0E | No | null | null | null | null | null | null | null | ||||
The Boardroom | null | null | null | Breakout Room | null | b0F | No | null | null | null | null | null | null | null | ||||
Wells Suite | null | null | null | Breakout Room | null | b0G | No | null | null | null | null | null | null | null | ||||
Stanley 1 | null | null | null | Breakout Room | null | b0H | No | null | null | null | null | null | null | null | ||||
Stanley 2 | null | null | null | Breakout Room | null | b0I | No | null | null | null | null | null | null | null | ||||
Pascoe 1 | null | null | null | Breakout Room | null | b0J | No | null | null | null | null | null | null | null | ||||
Pascoe 2 | null | null | null | Breakout Room | null | b0K | No | null | null | null | null | null | null | null | ||||
Beaufort Lounge | null | null | null | Catering Space | null | b0L | No | null | null | null | null | null | null | null | ||||
Private Dining Room | null | null | null | Breakout Room | null | b0U | No | null | null | null | null | null | null | null | ||||
Smyth Suite | null | null | null | Breakout Room | null | b0V | No | null | null | null | null | null | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Main Room Set Up | £2,291.67 | 1 | 1 | £2,291.67 | |
Accommodation - Set up Day | £124.17 | 20 | 1 | £2,483.40 | |
DDR Beaufort Suite - MD Conf | £50.00 | 100 | 2 | £10,000.00 | |
Lunch - Oxbo Restaurant | £0.00 | 100 | 2 | £0.00 | |
Refreshment Breaks - Beaufort Lounge | £0.00 | 300 | 2 | £0.00 | |
Event Office - Boardroom | £416.67 | 1 | 3 | £1,250.01 | |
Filming Room - Private Dining Room | £416.67 | 1 | 2 | £833.34 | |
Breakout Room 1 Wells Suite | £333.33 | 1 | 2 | £666.66 | |
Breakout Room 2 Stanley 1 | £500.00 | 1 | 2 | £1,000.00 | |
Breakout Room 3 Stanley 2 | £500.00 | 1 | 2 | £1,000.00 | |
Breakout Room 4 Pascoe 1 | £500.00 | 1 | 2 | £1,000.00 | |
Breakout Room 5 Pascoe 2 | £500.00 | 1 | 2 | £1,000.00 | |
Breakout Room 6 - Smyth Suite | £1,250.00 | 1 | 2 | £2,500.00 | |
Networking Dinner Package - MD Conf | £75.00 | 100 | 1 | £7,500.00 | |
Accommodation - Day 1 - MD Conf | £124.17 | 100 | 1 | £12,417.00 | |
Car Parking (24 hour fee) MD Conf | £14.17 | 60 | 1 | £850.20 | |
Networking Dinner Package - BD Conf | £75.00 | 80 | 1 | £6,000.00 | |
Accommodation - Day 2 - BD Conf | £140.83 | 80 | 1 | £11,266.40 | |
DDR - Beaufort Suite - BD Conf | £50.00 | 80 | 1 | £4,000.00 | |
Refreshment Breaks - BD Conf | £0.00 | 240 | 1 | £0.00 | |
Lunch - Oxbo Restaurant - BD Conf | £0.00 | 80 | 1 | £0.00 | |
Event Office - Boardroom - BD Conf | £416.67 | 1 | 1 | £416.67 | |
Filming Room - Private Dining Room - BD Conf | £416.67 | 1 | 1 | £416.67 | |
Main Room De-rig - BD Conf | £0.00 | 1 | 1 | £0.00 | |
Car Parking (24 hour fee) - BD Conf | £14.17 | 40 | 1 | £566.80 |
Total Venue Costs:
£67,458.82
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£67,458.82
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
Hilton Woking
Available
First Option Held
Available Dates
19-22 January 2026
Within walking distance of Woking train station, the hotel is located at Victoria Square Mall in the city centre. We’re within 25 minutes of several attractions, including LEGOLAND®, Ascot Racecourse, and a dozen golf courses. London is about 20 minutes away by train. Unwind with views of the city 22 stories up at the rooftop bar. The event spaces include the largest ballroom in Surrey, private dining areas and nine meeting rooms with built-in presentation & audio equipment.
Documents & Floor Plans
File Name | Download |
|---|---|
Meeting Spaces
Click the meeting space for more details
Room Name | Short Description | Header Image | Theatre Style | Rounds | Classroom | Room Type | Standing | Additional Info | Order | Bedroom | Notes | Max Capacity | Description | Boardroom | Headerimageurl | Cabaret Half Rounds | Ushape | Hollowsquare |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Folio Suite | null | null | null | Main Meeting Space | null | b07 | No | null | null | null | null | null | null | null | ||||
Private Room 1 | null | null | null | Breakout Room | null | b08 | No | null | null | null | null | null | null | null | ||||
Private Room 2 | null | null | null | Breakout Room | null | b09 | No | null | null | null | null | null | null | null | ||||
Private Room 3 | null | null | null | Breakout Room | null | b0A | No | null | null | null | null | null | null | null | ||||
The Drawing Room | null | null | null | Breakout Room | null | b0B | No | null | null | null | null | null | null | null | ||||
Folio Suite Foyer | null | null | null | Catering Space | null | b0C | No | null | null | null | null | null | null | null | ||||
The Library | null | null | null | Breakout Room | null | b0D | No | null | null | null | null | null | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Main Meeting Room Set Up | £4,166.67 | 1 | 1 | £4,166.67 | |
Event Office - Private Room 1 | £0.00 | 1 | 3 | £0.00 | |
DDR - Folio Suite | £83.33 | 100 | 2 | £16,666.00 | |
Refreshment Breaks - Foyer | £0.00 | 300 | 2 | £0.00 | |
Lunch - Foyer | £0.00 | 100 | 2 | £0.00 | |
Filming Room - The Drawing Room | £0.00 | 1 | 2 | £0.00 | |
Breakout Room 1 - Private Room 2 | £583.33 | 1 | 2 | £1,166.66 | |
Breakout Room 2 - Private Room 3 | £375.00 | 1 | 2 | £750.00 | |
Breakout Room 3 - The Library | £375.00 | 1 | 2 | £750.00 | |
Accommodation - Setup Day | £224.17 | 20 | 1 | £4,483.40 | |
Networking Dinner Package Rate | £65.83 | 100 | 1 | £6,583.00 | |
Bloomsbury Street Kitchen - Hire Rate | £1,666.67 | 1 | 1 | £1,666.67 | |
Accommodation - Day 1 | £224.17 | 100 | 1 | £22,417.00 | |
Bloomsbury Street Kitchen - Hire Rate - BD Conf | £1,666.67 | 1 | 1 | £1,666.67 | |
Networking Dinner Package Rate - BD Conf | £65.83 | 80 | 1 | £5,266.40 | |
Accommodation - Day 2 - BD Conf | £224.17 | 80 | 1 | £17,933.60 | |
DDR - BD Conf | £83.33 | 80 | 1 | £6,666.40 | |
Refreshment Breaks - BD Conf | £0.00 | 240 | 1 | £0.00 | |
Lunch | £0.00 | 80 | 1 | £0.00 | |
Event Office - Private Room 1 - BD Conf | £0.00 | 1 | 1 | £0.00 | |
Filming Room - The Drawing Room - BD Conf | £0.00 | 1 | 1 | £0.00 | |
Main Meeting Room - De-rig | £0.00 | 1 | 1 | £0.00 |
Total Venue Costs:
£90,182.47
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£90,182.47
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
Radisson Blu Bloomsbury Street Hotel
Available
First Option Held
Available Dates
26-29 January 2026
Radisson Blu Hotel, London Bloomsbury is a boutique neighbourhood hotel where the area’s literary past meets contemporary design. Set moments from the British Museum, Covent Garden, and Tottenham Court Road station, the hotel’s mid-century panelled design kindles the feeling of a modern London townhouse. The hotel is built to the highest specifications, designed to recreate the residential feel of a modern London townhouse. In addition to hosting corporate functions, Bloomsbury Street also holds a wedding licence and is an excellent venue for social events and private dining.
Documents & Floor Plans
File Name | Download |
|---|---|
Meeting Spaces
Click the meeting space for more details
Room Name | Short Description | Header Image | Theatre Style | Rounds | Classroom | Room Type | Standing | Additional Info | Order | Bedroom | Notes | Max Capacity | Description | Boardroom | Headerimageurl | Cabaret Half Rounds | Ushape | Hollowsquare |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Milton Suite | null | null | null | Main Meeting Space | null | av | No | null | null | Max capacity in cabaret: 120
No daylight, has AC and it's fully accessible | null | null | null | null | ||||
Temple | null | null | null | Breakout Room | null | aw | No | null | null | Filming room
Max capacity in boardroom: 12
Natural daylight
AC
Fully accessible | null | wix:image://v1/59e08e_f806ef53e1c944e39787adb925a65783~mv2.jpg/Leonardo%20Royal%20Hotel%20St%20Pauls_Temple_low%20res.jpg#originWidth=3000&originHeight=2000 | null | null | null | |||
Reynolds | null | null | null | Breakout Room | null | ax | No | null | null | Max 12 in boardroom
The space has AC and it's fully accessible, but no daylight. | null | null | null | null | ||||
Sabine | null | null | null | Restaurant | null | b04 | No | null | null | null | null | wix:image://v1/59e08e_feb4637230fc49d38978e9a2965ad3f8~mv2.jpg/Sabine-London-1-optimised.jpg#originWidth=750&originHeight=400 | null | null | null | |||
Compton | null | null | null | Breakout Room | null | b0f | No | null | null | null | null | null | null | null | ||||
Bank | null | null | null | Breakout Room | null | b0g | No | null | null | null | null | null | null | null | ||||
Blackfriars | null | null | null | Breakout Room | null | b0h | No | null | null | null | null | null | null | null | ||||
Cornwallis | null | null | null | Breakout Room | null | b0i | No | null | null | null | null | null | null | null | ||||
Johnson | null | null | null | Breakout Room | null | b0j | No | null | null | null | null | null | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Event Office - Nightingale suite | £291.67 | 1 | 3 | £875.01 | |
Main room set up | £2,083.33 | 1 | 1 | £2,083.33 | |
DDR | £65.83 | 100 | 2 | £13,166.00 | |
Refreshment Breaks | £0.00 | 3 | 2 | £0.00 | |
Lunch | £0.00 | 100 | 2 | £0.00 | |
Filming room | £416.67 | 1 | 2 | £833.34 | |
Breakout 1 - Reynolds Suite | £416.67 | 1 | 2 | £833.34 | |
Breakout 2 - Compton suite | £416.67 | 1 | 2 | £833.34 | |
Breakout 3- Cornwallis | £416.67 | 1 | 2 | £833.34 | |
Breakout 4 - Pepys | £791.67 | 1 | 2 | £1,583.34 | |
Breakout 5 - Bank | £416.67 | 1 | 2 | £833.34 | |
Breakout 6 - Monument | £375.00 | 1 | 2 | £750.00 | |
Breakout 7- Blackfriars | £375.00 | 1 | 2 | £750.00 | |
Breakout 8 - Johnson | £500.00 | 1 | 2 | £1,000.00 | |
Derig | £2,083.33 | 1 | 1 | £2,083.33 | Derig from 17:30 to 00:00 |
Accommodation: 20.01.2026 | £265.83 | 20 | 1 | £5,316.60 | |
Accommodation: 21.01.2026 | £265.83 | 100 | 1 | £26,583.00 | |
Sabine Rooftop | £12,500.00 | 1 | 1 | £12,500.00 | Minimum spend for St Pauls View and Terrace at Sabine (half of the venue) |
Total Venue Costs:
£70,857.31
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£70,857.31
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
Leonardo Royal London St Pauls
Available
Joint Option Held
Available Dates
20 January 2026
Experience the perfect balance of history and modernity at the Leonardo Royal Hotel London St Paul’s, a sophisticated hotel nestled in the heart of London. Located beside the iconic St Paul’s Cathedral, this hotel is an excellent choice for business, leisure, and family guests alike, offering an unmatched city centre location with proximity to many of London’s top attractions.
The hotel’s grand entrance, stunning rooftop views, and stylish interiors make a striking first impression. Guests can choose from 432 spacious rooms, each featuring modern décor and large windows overlooking the vibrant city streets. All rooms are equipped with DREAM BEDs by Leonardo, free high-speed Wi-Fi, 49-inch flat-screen TVs, and other thoughtful amenities like 24-hour room service and a hot drink station. Upgraded rooms offer extra facilities such as a 10% discount on food and beverage, 10% discount on treatments in Rena Spa and access to the Executive Lounge.
For those looking to relax, the hotel’s Rena Health and Fitness Club features an 18-metre heated swimming pool, fully equipped gym, and a peaceful Rena Spa, where guests can indulge in luxurious treatments or enjoy exclusive spa days. Unwind after a busy day at the Sabine Rooftop Bar and Restaurant, offering stunning views across London, or enjoy a meal at Leo’s Bar and Restaurant, where you can savour delicious dishes and signature cocktails in a laid-back atmosphere.
Families and holiday travellers will love the convenience of nearby attractions, such as Tate Modern, Shakespeare’s Globe, One New Change, and the London Eye, all within walking distance. For shoppers, One New Change is just a four-minute walk away, offering a variety of stores, cafés, and restaurants.
The hotel’s central location, just a five-minute walk from Blackfriars and Mansion House stations, ensures excellent connectivity to the rest of the city, making it a great base for exploring London’s renowned museums, theatres, and galleries.
Business travellers will appreciate the 23 flexible meeting and event spaces that overlook St Paul’s Cathedral, accommodating up to 1,200 delegates, and the hotel’s MIA accreditation ensures a high standard of service for conferences and events.
If you're visiting for business or leisure, the Leonardo Royal Hotel London St Paul’s provides everything you need for a comfortable and memorable stay, from its excellent amenities to its unbeatable location.
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What happens next?
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Please review your proposal.
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Shortlist the venues of your choice.
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Confirm your choice and we’ll book the event suppliers.
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The venue will send a contract to you for signing and payment or payment through us, if required.
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We’ll manage all aspects of the event in partnership with you.