What I've been looking for:

Conference space with onsite bedrooms - there's two reasons for this: the first is that getting UK venues to give complimentary space for this many people is getting increasingly difficult unless they're getting the revenue from accommodation. The second reason is to enhance the community aspect - the venue will be ours 24 hours a day and we'll have reduced food and drink prices (and bedroom rates).

London - I have considered other locations if they had particularly good transport links including access to an international airport. I've even looked at Scotland but London's the capital, it's easier to get cheap flights or rail tickets, there's more to do once you're there and everyone's heard of it. Of course, given how little a lead-in time we've got, it was a bit of a mammoth task to find somewhere in budget with availability.

What I've got:

The Radisson Edwardian Hotel at Heathrow (http://www.radissonedwardian.co.uk/heathrow.h...)
Dates: Thursday 16th to Sunday 19th October 2008

It's a 5-star hotel near Heathrow airport with excellent links to the city. Obviously there are disadvantages to an airport venue but given the transport links, we should be OK with that and it does mean prices are significantly cheaper than central London. I've been to events there in the past and some friends of mine are runnng Eastercon (British Science-Fiction Convention) there next year so I'm confident the hotel will do us proud.

We will have room hire at no cost on the condition that we fill 200 bedrooms per night - from previous experience, that's perfectly possible with the right price. I can't give the prices right now as I have to confirm a few things. There will be single, doubles/twins and triples available. I'll also be looking to negotiate an overflow hotel to provide discounted family rooms (to sleep 2 adults plus 2/3 children) if we need it, there are a few options within a 5 minute walk of the Radisson.

We will have the following rooms:
Commonwealth Suite (Theatre: 700) - this room will be used in full for the main sessions but can be split into two T300 rooms for other programme.
Royal Suite (290m2) - I intend to set this up similar to the 'Social Room' at Barcelona although there's a few other things to be discussed in a post that isn't already too long.
Edwardian Suite (Classroom: 50-60) - for workshop type programming and any smaller items.
Ascot and Tetworth (Theatre: 100 each) - couple of programme rooms.
Richmond and Windsor (Boardroom: 25 each) - for roundtables and BoF sessions.

We'll also have the Connaught/Belvedere for catering and the Commonwealth Suite's Atrium can be used for registration and an info desk.

What do you think?

Hayley