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ASTRID Supplier Conference
Tuesday, 10 November 2026
BAE Systems is organising the ASTRID Supplier Conference, a one-day event designed to bring together 120 delegates for a dynamic programme of meetings and workshops. Taking place in Central London or accessible South East hub locations within walking distance of train stations, the conference will cater to attendees arriving by both car and train. The event will feature live streaming, a main plenary room adaptable for various sessions, and dedicated breakout spaces primarily used in the afternoon.
Proposal Version 1.0
Prepared for BAE Systems, updated on 13 April 2026
Project Summary
Event
ASTRID Supplier Conference
Date
Tuesday, 10 November 2026
To
Tuesday, 10 November 2026
Alternative Dates
London or South East
Location
London or South East
ATTENDEES
120
Budget Per Person
£
Total Budget
£17000
Accommodation
Agenda
| Day 1 – Tue, 10 November 2026 |
|---|
• Setup: 8:30 AM – 10:00 AM Room Type: Main Meeting Space Room Layout: Cabaret Notes: Setup before the conference starts at 10am |
• Morning Coffee Break: 10:00 AM – 10:30 AM Room Type: Catering Area |
• Breakout 1: 10:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Workshop |
• Plenary: 10:00 AM – 5:00 PM Room Type: Main Meeting Space Room Layout: Cabaret |
• Breakout 2: 10:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Workshop |
• Breakout 3: 10:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Workshop |
• Breakout 4: 10:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Workshop |
• Breakout 5: 10:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Workshop |
• Breakout 6: 10:00 AM – 5:00 PM Room Type: Breakout Space Room Layout: Theatre Notes: Workshop |
• Lunch: 12:00 PM – 1:00 PM Room Type: Catering Area Room Layout: Reception Notes: Must be a separate room, standing buffet with some seating. |
• Afternoon Coffee Break: 2:30 PM – 3:00 PM Room Type: Catering Area |
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Ozone | null | null | null | Main Meeting Space | null | b4u | No | null | null | null | null | 120 | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Day Delegate Rate | £75.00 | 120 | 1 | £9,000.00 | |
Breakout Rooms | £6,900.00 | 1 | 1 | £6,900.00 |
Total Venue Costs:
£15,900.00
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£15,900.00
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
15 Hatfields
Available
Joint Option Held
Available Dates
Wednesday 11th November
15Hatfields is located in London's South Bank, close to key transport links including London Waterloo, London Blackfriars and Southwark Underground Station. At 15Hatfields, their 14 fully adaptable event spaces can be booked individually or combined to host up to 500 guests. Each room offers state-of-the-art AV facilities, superfast internet for global streaming and optional HD videoconferencing. Newly renovated event spaces on our lower ground floor are available for private use or in conjunction with breakout spaces on the ground floor.
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Garden Suite 1-3 | null | null | null | null | null | b4x | No | null | null | null | null | 128 | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Day Delegate Rate | £75.00 | 120 | 1 | £9,000.00 | Refreshments and lunch are served in the Gallery Balcony Foyer with exclusive use of the meeting space on the 1st floor. |
Breakout Rooms - Gallery 1-5 | £2,500.00 | 1 | 1 | £2,500.00 | Gallery rooms 1,2,3,4,5 can accommodate from 16 to 21 people in Cabaret style. |
Total Venue Costs:
£11,500.00
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£11,500.00
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
DoubleTree Tower London
Available
Joint Option Held
Available Dates
Wednesday 11th November
DoubleTree by Hilton Tower of London is just a short walk from the Tower of London, Borough Market, and the financial district. Tower Hill Tube Station and Fenchurch Street Train Station are steps away, offering easy access to Central London in just 15 minutes by tube.
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Great Western 2 | 140 | 120 | 70 | Private Dining Room | 140 | b48 | No | null | null | null | 40 | 64 | 40 | null | ||||
Great Western 1 | null | null | null | Main Meeting Space | null | b4r | No | null | null | null | null | 160 | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Day Delegate Rate | £82.50 | 120 | 1 | £9,900.00 | Upgraded room size but excludes screen. No charge to use own AV supplier. Rates offered are based on a minimum number of 110. |
Room Hire for Private Catering | £2,083.33 | 1 | 1 | £2,083.33 | Standing Buffet Lunch w/ poseur tables. |
Room Hire for Breakouts | £4,333.33 | 1 | 1 | £4,333.33 | 8 breakout rooms to secure exclusive use of the first floor. |
Total Venue Costs:
£16,316.66
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£16,316.66
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
Hilton London Paddington
Available
Joint Option Held
Available Dates
Tuesday 10th November
The Hilton London Paddington is a modern, well-equipped venue for business events of all kinds, from small boardroom style meetings to larger gatherings of more than 300 delegates.
The hotel is well located, especially for those arriving at Heathrow Airport, which is only a 15-minute ride away! The hotel has recently renovated its meeting spaces and is currently undergoing a carefully planned renovation programme for its bedrooms. With 17 accessible meeting rooms, including the spacious, pillar-free Grand Western suite, the hotel caters for most business needs. An added benefit is that many of the meeting spaces features natural daylight.
Its prime location is well-connected by multiple Tube lines, including the Circle, District, Hammersmith & City, Bakerloo, and Elizabeth lines.
For those travelling by car, Paddington Station Car Park is conveniently located on Bishops Bridge Road, just an 8-minute walk from the hotel.
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 |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Day Delegate Rate | £54.17 | 120 | 1 | £6,500.40 | The breaks and lunch can only be served it the Beaufort Ballroom Lounge. No additional charge to bring in your own AV supplier. |
Breakout Rooms x 5 | £2,416.67 | 1 | 1 | £2,416.67 | Theatre style set up however if another set up is required 8 breakouts will be needed for smaller groups. |
Total Venue Costs:
£8,917.07
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£8,917.07
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Buckingham Suite | null | null | null | null | null | b4W | No | null | null | null | null | 160 | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Day Delegate Rate | £54.17 | 120 | 1 | £6,500.40 | They can bring their own AV team for Live streaming, without any extra cost. |
Breakout Rooms x 5 | £250.00 | 5 | 1 | £1,250.00 |
Total Venue Costs:
£7,750.40
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£7,750.40
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
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 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Ludgate Suite | null | null | null | null | null | b4a | No | null | null | null | null | 150 | null | null |
Venue Costs
Item | Unit | Qty | Days | Total NET | Description |
|---|---|---|---|---|---|
Day Delegate Rate | £85.00 | 120 | 1 | £10,200.00 | Lunch in the Cornhill Suite at no additional cost. |
Breakout Rooms x 5 | £4,800.00 | 1 | 1 | £4,800.00 | |
Supplement for own AV supplier | £1,500.00 | 1 | 1 | £1,500.00 |
Total Venue Costs:
£16,500.00
Supplier Costs
Item | Unit Net | Qty | Days | Total NET |
|---|
Total Supplier Cost:
£0.00
Total Event Cost:
£16,500.00
All UK proposal totals are shown exclusive of VAT. Proposals outside the UK include local taxes where applicable.
1 America Square - Cavendish Venues
Available
Second Option Held
Available Dates
Wednesday 4th November
Located in the heart of the City of London, just off Fenchurch Street, 1 America Square offers 8 flexible large rooms. The venue is ideal for a variety of events including conferences, meetings, AGMs, training sessions, off-sites and seminars.
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.
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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.