our
expertise...
your
success
Annual General Meeting 2026
Tuesday, 14 April 2026
Scan Group’s Annual General Meeting 2026 is a pivotal two-day event in London, designed to bring together 120 guests for a comprehensive programme of meetings, networking, and hospitality. With a focus on a modern and stylish setting, the AGM will feature structured sessions including morning and afternoon meetings, interspersed with coffee breaks and lunches to foster engagement and collaboration. The event’s seamless flow, from early morning setups to dedicated arrival times and thoughtfully timed refreshments, ensures a professional yet welcoming atmosphere. With a total budget of £120,000, this recurring gathering aims to provide an exceptional experience that reflects Scan Group’s commitment to excellence and innovation.
Proposal Version 1.0
Prepared for Scan Group, updated on 11 August 2025
Project Summary
Event
Annual General Meeting 2026
Date
Tuesday, 14 April 2026
To
Wednesday, 15 April 2026
Alternative Dates
London, UK
Location
London, UK
ATTENDEES
120
Budget Per Person
£1,000
Total Budget
£120,000
Accommodation
2 night(s) stay for 120 guests:
Check-in: Tuesday 14 April 2026
Check-out: Thursday 16 April 2026
Agenda
| Day 1 – Tue, 14 April 2026 | Day 2 – Wed, 15 April 2026 |
|---|---|
• Setup: 7:00 AM – 8:30 AM Room Type: Reception Space Notes: Setup before guest arrival |
• Setup: 7:00 AM – 8:30 AM Room Type: Reception Space Notes: Setup before guest arrival |
• Arrivals: 8:30 AM – 9:00 AM Room Type: Reception Space |
• Arrivals: 8:30 AM – 9:00 AM Room Type: Reception Space |
• Morning Meeting: 9:00 AM – 1:00 PM Room Type: Main Meeting Space |
• Morning Meeting: 9:00 AM – 1:00 PM Room Type: Main Meeting Space |
• Morning Coffee Break: 11:00 AM – 11:30 AM Room Type: Catering Area |
• Morning Coffee Break: 11:00 AM – 11:30 AM Room Type: Catering Area |
• Lunch: 1:00 PM – 2:00 PM Room Type: Restaurant |
• Lunch: 1:00 PM – 2:00 PM Room Type: Restaurant |
• Afternoon Meeting: 2:00 PM – 5:00 PM Room Type: Main Meeting Space |
• Afternoon Meeting: 2:00 PM – 5:00 PM Room Type: Main Meeting Space |
• Afternoon Coffee Break: 3:30 PM – 4:00 PM Room Type: Catering Area |
• Afternoon Coffee Break: 3:30 PM – 4:00 PM Room Type: Catering Area |
Venue Suggestions
The below costs are not representative of event pricing. These have been generated for the purpose of this example proposal.
To identify the ideal venue for your Annual General Meeting 2026, we focused our search on modern and stylish properties in London, UK, aligning with your preference for a contemporary setting. With a budget of £1,000 per person and a total budget of £150,000, we prioritized venues that could comfortably accommodate 150 guests and provide a seamless two-night stay, from April 14 to April 16, 2026. Our approach ensured that each shortlisted venue could support the full event program—including morning and afternoon coffee breaks and lunches—while also offering high-quality accommodation for all attendees. We also considered alternative dates within a one-week window to maximize availability and flexibility.
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Ballroom | null | null | null | Main Meeting Space | 600 | ar | No | null | 600 | An elegant ballroom capable of accommodating up to 600 guests, complemented by a naturally lit foyer that sets the tone for unforgettable gatherings. Designed with flexibility in mind, the ballroom can be seamlessly divided into three separate spaces. | null | wix:image://v1/59e08e_23cfed81f50d42cd9e0a87731cf3bdad~mv2.jpg/Ballroom%20Foyer%20Entrance%20Westminster.jpg#originWidth=2560&originHeight=1440 | null | null | null | |||
TAMISé | null | null | null | Reception Area,Catering Space | 80 | as | No | null | null | Perfect for exclusive gatherings, TAMISé transforms seamlessly from day to night, creating a distinctive backdrop for lively evening celebrations and refined corporate events in a truly unique setting, with a professional wine cellar and dedicated tasting room. | null | wix:image://v1/59e08e_f073c2dc4a55416d823eb536487f04b9~mv2.jpg/Tamise%20Bar.jpg#originWidth=2560&originHeight=1440 | null | null | null | |||
Meeting Room Three | null | null | null | Breakout Room | 50 | at | No | null | 50 | One of seven versatile meeting spaces, this room is equipped with high-end facilities, flexible catering options, and a dedicated team to support your every business need. Bathed in natural light and provides an inspiring setting for productivity and collaboration. | null | wix:image://v1/59e08e_480e1027cb534b3e9bcfafdcd9502720~mv2.jpg/Meeting%20Room%20Three.jpg#originWidth=2560&originHeight=1440 | null | null | null | |||
1 King Bed | null | null | null | Bedroom | null | au | No | null | null | Enjoy our sophisticated 35sq m (376 sq ft) room with a plush king size bed, featuring floor to ceiling windows, a marble bathroom and luxurious amenities.
Amenities
- 55’’ LED Television
- Curated Minibar
- Espresso Machine
- Contemporary Art
- In-Room Safe
- Vanity Counter
- Separate Shower, Bathtub and WC
- Bedside Control Panel
- Built in Luggage Rack
- Individually-controlled heat and air conditioning
- Full length wall mounted mirror | null | wix:image://v1/59e08e_2c19c4fe2f9e44588cb86f5d7b5dd34d~mv2.jpg/King%20Bed%20View.jpg#originWidth=2560&originHeight=1440 | null | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
DDR | £100.00 | 150 | 2 | £30,000.00 | |
Member Bed And Breakfast | £335.00 | 150 | 2 | £100,500.00 | Exclusive rate with Breakfast for World of Hyatt Members. Breakfast offerings differ by hotel. |
Total Venue Costs:
£130,500.00
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£130,500.00
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
Park Hyatt River Thames
Available
First Option Held
Available Dates
Nestled along the River Thames, Park Hyatt London River Thames is a beacon of refined elegance for discerning travellers seeking an immersive London journey. The luxury hotel promises an atmosphere that blends the comfort of home with art-infused sophistication, enhanced by a striking Charlie Whinney statement sculpture in the lobby.
The hotel offers seven meeting spaces with breakout foyers and one ballroom with a splendid prefunction area that can host up to 600 guests. The dedicated team offers carefully curated and personalized experiences and flexible catering options for your special event.
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Hansom Hall | 325 | null | 220 | Main Meeting Space | 575 | b02V | No | null | 575 | Our largest event space, once the prestigious location where the Hanson Cabs originally dropped off wealthy passengers is both unique and memorable. Perfect for Drinks Receptions or Birthday Parties. | null | wix:image://v1/59e08e_7d3cb24a503f4422a5b750923dd5813d~mv2.jpg/ak-lonpk-the-hansom-hall--16607_Feature-Hor.jpg#originWidth=1920&originHeight=768 | null | null | null | |||
The Hansom | null | null | null | Reception Area,Catering Space | 140 | b02d | No | null | 140 | The original cobbled railway where cabs dropped off passengers to St. Pancras station, now an iconic London bar. Host birthday drinks or pre party receptions in this unique space. Perfect for Drinks Receptions or Birthday Parties. | null | wix:image://v1/59e08e_74a84451646e4888b386df2845054740~mv2.webp/lonpr-hansom-6609-hor-wide.webp#originWidth=680&originHeight=382 | null | null | null | |||
The Ladies Smoking Room | 110 | null | 60 | Breakout Room | 180 | b02l | No | null | 180 | Creating special moments wtith beautiful hand-painted ceilings, intricately carved arches and grand french doors leading to an exclusive private terrace. Perfect for Larger Parties, Charity Balls or Bar Mitzvah’s. | null | wix:image://v1/59e08e_99ecb277a6f14411ac34ef0ff4464b87~mv2.webp/lonpr-room-0193-hor-wide.webp#originWidth=680&originHeight=382 | null | null | null | |||
Deluxe King Bedroom | null | null | null | Bedroom | null | b03 | No | null | null | Special Benefits include access to The St Pancras Spa fitness suite, pool, sauna and steam room | null | wix:image://v1/59e08e_28ba002e97be4f9696eee23f18f056ed~mv2.jpg/ak-lonpk-premier-room11173-14931_Feature-Hor.jpg#originWidth=1920&originHeight=767 | null | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
DDR | £100.00 | 150 | 2 | £30,000.00 | |
Deluxe King Bedroom | £450.00 | 150 | 2 | £135,000.00 |
Total Venue Costs:
£165,000.00
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£165,000.00
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
St. Pancras London, Autograph Collection
Available
Second Option Held
Available Dates
St. Pancras London is a five-star hotel that fuses Victorian elegance with contemporary luxury. It is home to 38 opulent Chambers Suites and 207 stylish guestrooms, offering refined comfort with modern amenities. Guests can enjoy superb dining and expertly crafted cocktails in a unique selection of restaurants and bars, or unwind at the serene St. Pancras Spa.
Host your event in the heart of London, where historic charm meets modern luxury. Whether it’s an executive meeting, product launch, or grand celebration, the iconic indoor and outdoor spaces provide the perfect backdrop. Each venue is equipped with state-of-the-art technology and tailored service to ensure a seamless experience.
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Grand Ballroom A | 420 | 310 | null | Main Meeting Space | 525 | az | No | null | null | null | 72 | 192 | 87 | null | ||||
Grand Ballroom Foyer | null | null | null | Reception Area,Catering Space | 370 | b00 | No | null | null | null | null | null | null | null | ||||
Salon 2 | 96 | 50 | null | Breakout Room | 100 | b01 | No | null | null | null | 28 | 40 | 30 | null | ||||
Mayfair King | null | null | null | Bedroom | null | b02 | No | null | null | Bathed in natural light to complement the warm palette of rich neutrals and wooden accents of the interiors, our Mayfair Junior Suites have a lounge area featuring a plush corner sofa, where you can unwind while enjoying views of Mayfair’s charming townhouses.
- 24-hour in-room dining
- Flexible check-in and check-out
- Complimentary soft drinks and snacks from your private bar
- Use of House Car (subject to availability)
- Concierge service
- Laundry service
- Art concierge
- Asaya Spa with 25m long swimming pool, hydro zone, and fitness studio
- Eight restaurants and bars | null | wix:image://v1/59e08e_6836004415b149c0b8cd718a562ff18f~mv2.jpg/Junior%20Suite.jpg#originWidth=1440&originHeight=1080 | null | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
DDR | £100.00 | 150 | 2 | £30,000.00 | |
Mayfair King Room | £1,041.67 | 150 | 2 | £312,501.00 |
Total Venue Costs:
£342,501.00
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£342,501.00
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
Rosewood Chancery
Available
First Option Held
Available Dates
Located in the former US Embassy on Grosvenor Square—known as London’s “Little America”—The Chancery Rosewood draws on the rich history of the building and propels it into the future, welcoming a bold new era of culture and creativity to the city.
Designed for era-defining meetings and events of all sizes, The Chancery Rosewood provides an exceptional stage to host your guests—whether for intimate celebrations among close ones to all-out industry spectaculars. A welcoming space for enthusiasts across the spectrum, The Chancery Rosewood is a place where creative exchange, inspiration and authentic connections are celebrated.
Shortlisted Venues
Here are your shortlisted venues. Use the button to submit your shortlist to us or confirm a venue.
Any questions?
Please call us – we welcome any feedback you may have and can adjust the proposal to suit your needs.
What happens next?
-
Please review your proposal.
-
Shortlist the venues of your choice.
-
Confirm your choice and we’ll book the event suppliers.
-
The venue will send a contract to you for signing and payment or payment through us, if required.
-
We’ll manage all aspects of the event in partnership with you.