Conference News digs deeper into what makes a historic venue an ideal choice for conferences, with insights from Amy Joy, head of meetings and events at Hoar Cross Hall and Jenny George, sales and hospitality manager from Leeds Castle.
Whether it’s the elegance of centuries-old architecture or the sense of walking through a piece of history, there’s a certain magic that only historic venues can provide, Leeds Castle and Hoar Cross Hall are two great examples of historic venues that successfully blend the timeless and functional.
Leeds Castle, located in Kent, England, has a rich history spanning over 900 years. Originally built in 1119 as a Norman stronghold, the castle has undergone significant transformations throughout the centuries. Today, it is a popular tourist attraction, showcasing its rich heritage, stunning gardens, and various exhibitions, in addition to its conference and meeting offering as a stunning backdrop to events.
Hoar Cross Hall is a luxury spa hotel located in Staffordshire, England. Hoar Cross Hall was built in 1871, making it over 150 years old. Over the years, it has evolved into a luxury spa and hotel, but it retains much of its historic charm and architectural beauty. Set within a grand 19th-century mansion, it blends historic elegance with modern comfort.
What makes events at historic venues unique?
Amy Joy, head of meetings and events at Hoar Cross Hallsaysthatwhat makes historic venues attractive is the charm and ambiance that such spaces naturally provide. Joy says: “The Character and history with a stunning backdrop is what makes it unique, its high ceilings offer dramatic lighting options with incredible acoustics. It’s a nice alternative to the traditional ‘corporate’ boardroom style with versatile spaces on offer. From ballrooms and stately halls to more intimate drawing rooms, the range of spaces available allows for creative event setups, making each occasion feel tailored and personal.”
While Jenny George, sales and hospitality manager at Leeds castle, says: “With 500 acres of countryside, we’re often seen as an ideal country retreat for corporate events. Many companies opt to team stay for two or three nights to take full advantage of the various -building activities we offer.”
Dispelling common misconceptions
A frequent misconception about historic venues is that they may not offer much flexibility, particularly when it comes to customising the space for different themes or purposes. Many historic venues embrace the idea of being a blank canvas, allowing event organisers to craft an experience that reflects their vision while still taking advantage of the venue’s character and charm.
Joy says: “The misconception is that it may not be available to utilise as a blank canvas, which really is not the case.” Hoar Cross Hall offers a range of meeting and event spaces, each with varying capacities to suit different types of gatherings. The venue’s rooms are flexible, catering to both small board meetings and larger corporate events. For intimate meetings, Hoar Cross Hall offers private rooms with capacities of around 10-20 people, providing a quiet, focused environment. For larger events, some spaces can accommodate up to 150 attendees, ideal for conferences, product launches, or corporate celebrations.
She adds: “We are pioneers of tailormade and will build a package from scratch to fit requirements.”
George comments by discussing some of Leed’s castles memorable events: “One particularly memorable event was a recent familiarisation (fam) trip. It started with a relaxed lunch in the Maiden’s Tower, with a cool, Ibiza-inspired vibe. In the evening, we hosted a speakeasy bar, where actress Lady Baillie invited guests to enjoy cocktails and desserts after dinner. This really complemented our 1920s theme and made for a unique experience. In addition to smaller events, we’ve also hosted large marquee events.”
She continues: “Another standout was a ‘Tron’ themed immersive experience, where actors guided guests through an interactive journey that culminated in a room with top DJs. We’ve had all sorts of events, from corporate retreats to themed parties, each offering something different and exciting.”
Modern amenities in a historic setting
While historic venues might seem like a step back in time, many have embraced modern amenities without losing their old-world charm. Joy says that high-speed Wi-Fi and advanced AV systems ensure that these venues meet the needs of today’s event planners. She adds: “At Hoar Cross Hall, we have an amazing spa which is fuelled by biomass, ensuring we are sustainable. We offer axe-throwing, reformer pilates, archery, tennis and a driving range for the delegates to enjoy.”
Logistics and accessibility: what to consider
One might assume that hosting an event in a historic venue would come with its share of logistical challenges, and while that can be true, it’s rarely prohibitive. Some historic spaces, for instance, are bound by preservation rules—Grade 2 listed wallpaper and other protected features cannot be altered or covered, which may limit certain decorative choices. Accessibility can sometimes be a concern for those planning events in older buildings, but many venues have adapted, ensuring that ramps and lifts are in place to make most areas accessible. While not every inch of a historic building may be easy to navigate, the main spaces, as well as some bedrooms, are often accessible.
When it comes to restrictions, the historic nature of Hoar Cross Hall means there may be limitations on certain setups or equipment use to preserve the integrity of the building. However, the venue staff works closely with organisers to ensure that events run smoothly within these constraints. Hoar Cross Hall offers various conference and event packages, designed to simplify planning and accommodate different needs. These packages typically include essentials such as room hire, audiovisual equipment, and catering options. Bespoke packages can also be arranged, allowing organisers to tailor the event to their specific requirements, whether it’s adding team-building activities, spa treatments, or overnight stays for delegates. Joy comments: “We do have feature spaces that cannot be covered and Grade 2 listed wallpaper. Limited ramps but enough to get around and ensure we are accessible to all the main spaces and some bedrooms.”
Limitations of hosting events at a castle?
There are some limitations, but we try to be as flexible as possible. For example, red wine is only allowed during seated dinners, but not for drinks receptions. We also don’t allow port for receptions, though white wine and white port are available, which most guests are happy with. We require certain documents from suppliers, such as insurance details, as well as risk assessments and method statements. This is necessary to ensure we maintain the standards of a heritage property.
Logistical considerations and accessibility?
George comments on the accessibility at Leeds castle: “In terms of accessibility, we do have wheelchair lifts that allow guests to access all the ground floors of the castle. However, the bedrooms are upstairs, and we don’t have a lift for that part of the building. To overcome this, we offer fully accessible bedrooms and other ground-floor rooms in the stable courtyard, which is just a short walk away. We also provide multimedia guides for guests who are unable to tour the upstairs rooms, allowing them to watch a video of the tour from the comfort of our seating areas. We have also implemented the Sunflower Lanyard scheme, which provides additional assistance for guests with hidden disabilities. Furthermore, we offer an accessible minibus and golf buggies to help guests with mobility challenges navigate the grounds.”
She adds: “As a heritage venue, we have to be mindful of certain restrictions, but we try to balance these with flexibility for event organisers. For example, we require insurance details from suppliers and ensure that all necessary risk assessments are completed. Ultimately, we aim to create a smooth and accommodating experience for all events hosted here.”
Tips for organisers: planning your event
When considering a historic venue, event organisers often ask about room capacities, restrictions, and available packages. Most venues provide detailed brochures with all this information, but one of the best tips is to approach planning with an open mind. Many historic venues pride themselves on offering bespoke packages, tailoring their services to fit the specific needs of each event. From catering to room layouts, they are often more flexible than one might expect. Choosing a historic venue for your event offers a unique combination of elegance, functionality, and customisability. With the right planning, these spaces provide not just a location but a narrative—one that adds depth and meaning to any occasion. Whether it’s for a corporate conference, a wedding, or a gala, historic venues offer a timeless setting that turns any event into something truly unforgettable.
