Event vision
PolicyEngine is planning a major event in September 2025 to showcase our impact in tax and benefit modelling, engage with key stakeholders, and outline future developments in evidence-based policy analysis.
Immediate priorities
- Confirm event date in September 2025
- Choose between conference, workshop or hackathon format
- Establish organising committee
- Set budget parameters
- Begin venue search
Key dates
Event concept
A gathering to showcase PolicyEngine's impact, engage with stakeholders and outline future developments in tax and benefit modelling.
Objectives
- Demonstrate PolicyEngine's capabilities and recent achievements
- Engage with policymakers, researchers and partners
- Launch new features or research findings
- Build community around evidence-based policy analysis
Format options
Option 1: Conference format
Half-day or full-day conference with keynote speakers, panel discussions and demonstrations of PolicyEngine tools.
Option 2: Workshop series
Interactive sessions where participants can learn to use PolicyEngine for their own analysis.
Option 3: Policy hackathon
Collaborative event where teams work on real policy challenges using PolicyEngine.
Audience
- Policymakers and civil servants
- Think tanks and research organisations
- Academic researchers
- Third sector organisations
- Media and journalists
Timeline
| Timeframe | Activities |
|---|---|
| 6 months before (March 2025) |
Confirm event date and format, book venue, begin speaker outreach |
| 4 months before (May 2025) |
Launch event website, open registration, confirm keynote speakers |
| 2 months before (July 2025) |
Finalise agenda, promote through partners, prepare materials |
| 1 month before (August 2025) |
Final speaker briefings, test technical requirements, confirm catering |
| Week of event | Final preparations, staff briefing, equipment setup |
Task tracker
Immediate priorities
Strategic decisions needed
- Confirm event date (September 2025)
- Choose event format (conference/workshop/hackathon)
- Set budget parameters
- Define success metrics
- Establish organising committee
Initial planning
- Research venue options in London
- Draft speaker wishlist
- Outline content themes
- Design event branding
- Create project timeline
Planning phase tasks
Venue and logistics
- Scout venues
- Get venue quotes
- Check accessibility requirements
- Arrange catering options
- Plan room layouts
Programme development
- Develop session formats
- Identify keynote speakers
- Plan panel discussions
- Design interactive elements
- Create run sheet
Communications
- Design event identity
- Build event webpage
- Draft invitation copy
- Plan social media strategy
- Prepare press materials
Resource requirements
| Team roles | External support |
|---|---|
|
|
Venue requirements
Capacity and layout
- Main auditorium: 100-150 people
- Breakout rooms: 2-3 spaces for 20-30 people each
- Networking space: Reception area for breaks
- Exhibition space: Area for demos and partner stands
Location criteria
- Central London for accessibility
- Near public transport links
- Step-free access throughout
- Parking availability nearby
Potential venues
Option 1: The British Academy
Capacity: 150 in main hall
Location: Carlton House Terrace, SW1
Option 2: The Resolution Foundation
Capacity: 100 in conference room
Location: Westminster
Option 3: Kings Place
Capacity: Variable spaces
Location: Kings Cross
Option 4: The Institute of Directors
Capacity: 120 in Nash Room
Location: Pall Mall, SW1
Option 5: The Chesterfield Mayfair - Royal Suite
Capacity: One large room with partition for two spaces
Location: Mayfair, W1
Availability: 26th September available
Venue cost: £850 per day
Catering options: Tea & coffee £7pp | Lunch £45pp | Half-day package £25pp (until 1pm)
Catering requirements
| Time | Service |
|---|---|
| 08:30 | Registration coffee |
| 10:30 | Morning break |
| 12:30 | Lunch service |
| 15:00 | Afternoon tea |
| 17:00 | Networking reception (if applicable) |
Venue recommendation
| Venue | Location | Total Cost | Per Person | Capacity | Google Rating | Atmosphere | Availability | Catering | AV | Breakout | Near Parliament | Claude Rating | Website |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| CHW Maurice Barnett/John Tudor + Syndicate (Half) | Westminster, SW1 | £1,660 + VAT | £47 + VAT | 60 theatre | 4.4 ⭐ (78) | Professional | 25, 26 Sep | £18-26pp | LCD incl, Video TBA | Separate | 0 min | ⭐⭐⭐⭐⭐ | View → |
| CHW Maurice Barnett/John Tudor + Syndicate (Full) | Westminster, SW1 | £2,240 + VAT | £64 + VAT | 60 theatre | 4.4 ⭐ (78) | Professional | 25, 26 Sep | £18-26pp | LCD incl, Video TBA | Separate | 0 min | ⭐⭐⭐⭐⭐ | View → |
| St Margaret's Trevelyan Room | Westminster, SW1 | £1,545 | £44 | 50-60 theatre | 4.5 ⭐ (92) | Historic, Church venue | 25, 26 Sep | £11-25pp | £95 projector | Separate | 0 min | ⭐⭐⭐⭐⭐ | View → |
| IDEALondon (Half day) | 69 Wilson St, EC2A 2BB | £1,000 + VAT | £29 + VAT | 50 regular, 100 max | 4.8 ⭐ (24) | Innovation Hub, Tech-forward | 25 Sep only (4 hrs) | Via partners or own catering | Video recording included | Cafe + Event space | 25 min | ⭐⭐⭐⭐⭐ | View → |
| IDEALondon (Full day + Evening) | 69 Wilson St, EC2A 2BB | £2,125 + VAT | £61 + VAT | 50 regular, 100 max | 4.8 ⭐ (24) | Innovation Hub, Tech-forward | 25 Sep (9-22:00) | Via partners or own catering | Video recording included | Cafe + Event space | 25 min | ⭐⭐⭐⭐⭐ | View → |
| Chesterfield Mayfair (Half day) | Mayfair, W1 | £1,725 | £49 | 40-50 | 4.5 ⭐ (1,842) | Luxury, Modern | 25 Sep until 1pm | £25pp | Partition | 15 min | ⭐⭐⭐⭐ | View → | |
| One Great George St - Palmer | Westminster, SW1 | £3,045 | £87 | 50-70 theatre | 4.6 ⭐ (89) | Historic, Prestigious | 26 Sep TBC | All inclusive | Limited | 5 min | ⭐⭐⭐⭐ | View → | |
| MYO Victoria St - Lane-Fox | Victoria St, SW1 | £2,160 | £62 | 50 theatre | 4.3 ⭐ (312) | Contemporary, Tech-forward | TBC | From £60pp package | Atrium | 10 min | ⭐⭐⭐⭐ | View → | |
| IDEALondon (Full day) | 69 Wilson St, EC2A 2BB | £1,250 + VAT | £36 + VAT | 50 regular, 100 max | 4.8 ⭐ (24) | Innovation Hub, Tech-forward | 25 Sep (9-17:00) | Via partners or own catering | Video recording included | Cafe + Event space | 25 min | ⭐⭐⭐⭐ | View → |
| IDEALondon (Evening) | 69 Wilson St, EC2A 2BB | £1,250 + VAT | £36 + VAT | 50 regular, 100 max | 4.8 ⭐ (24) | Innovation Hub, Tech-forward | 25 Sep (17-22:00) | Via partners or own catering | Video recording included | Cafe + Event space | 25 min | ⭐⭐⭐⭐ | View → |
| Chesterfield Mayfair (Full day) | Mayfair, W1 | £2,670 | £76 | 40-50 | 4.5 ⭐ (1,842) | Luxury, Modern | 26 Sep full day | £52pp | Partition | 15 min | ⭐⭐⭐ | View → | |
| One Great George St - Brunel | Westminster, SW1 | £3,300 | £94 | 54 theatre | 4.6 ⭐ (89) | Historic, Prestigious | 26 Sep TBC | £40pp | Limited | 5 min | ⭐⭐⭐ | View → | |
| BMA House - Prince's Room | Tavistock Sq, WC1 | £3,325 + VAT | £95 + VAT | 40-70 theatre | 4.4 ⭐ (156) | Classic, Professional | 22, 24, 26 Sep | All inclusive | 20 min | ⭐⭐⭐ | View → | ||
| MYO St Paul's - Event Suite | One New Change, EC4 | £3,600 | £103 | 86 theatre | 4.3 ⭐ (312) | Contemporary, Tech-forward | TBC | From £62pp package | 6 screens | Lounge | 2 min | ⭐⭐⭐ | View → |
| York Road Auditorium | Waterloo, SE1 | £2,850 + VAT | £81 + VAT | 100 tiered | 4.2 ⭐ (45) | Modern, Creative | 26 Sep ONLY | Separate space | LED | £1k extra | 15 min | ⭐⭐ | View → |
| Glaziers Hall - Bridge Room | London Bridge, SE1 | £4,474 + VAT | £128 + VAT | 75 theatre | 4.5 ⭐ (234) | Traditional, Elegant | TBC | £49.25pp + VAT | 25 min | ⭐⭐ | View → |
Venue Locations
1 Central Hall Westminster
Storey's Gate, Westminster SW1H 9NH
Near Parliament • £29-42pp + VAT • Best Value!
2 St Margaret's Church
Westminster, SW1
Next to Westminster Abbey • £44pp
3 Chesterfield Mayfair
35 Charles Street, Mayfair, W1J 5EB
15 min from Parliament • £49-76pp
4 One Great George Street
1 Great George St, Westminster, SW1P 3AA
5 min from Parliament • £87-94pp
5 BMA House
Tavistock Square, WC1H 9JP
20 min from Parliament • £95pp + VAT
6 York Road Auditorium
York Road, Waterloo, SE1 7ND
15 min from Parliament • £81pp + VAT
7 Glaziers Hall
9 Montague Close, SE1 9DD
25 min from Parliament • £128pp + VAT
8 MYO St Paul's
One New Change, EC4M 9AF
2 min from St Paul's • £103pp
9 MYO Victoria Street
123 Victoria Street, SW1E 6DE
10 min from Parliament • £62pp
10 IDEALondon
69 Wilson Street, EC2A 2BB
Location TBC • £29-61pp + VAT
Recommended: Central Hall Westminster - Maurice Barnett/John Tudor Room
Date: Thursday 25th or Friday 26th September 2025
Expected attendance: 35 people
Venue cost: £1,030 + VAT (half day) or £1,470 + VAT (full day)
Catering: £4pp tea/coffee, £18pp standard lunch, £26pp luxury lunch
Total with standard catering: £1,660 + VAT (half day) or £2,240 + VAT (full day) - approximately £47-64 per person + VAT
Contact: Ben Jeffery - bjeffery@chvenues.com | 020 7654 3825
Why Central Hall Westminster
Central Hall Westminster offers exceptional value with the Maurice Barnett or John Tudor room plus connected syndicate room:
- Outstanding value: Lowest venue hire cost at £1,030 + VAT for half day, £1,470 + VAT for full day
- Perfect Westminster location: Storey's Gate, directly adjacent to Westminster Abbey and Parliament
- Dedicated catering space: Small Syndicate Room connected for catering and networking
- Professional facilities: LCD screen included, video recording available through Neil Drysdale
- Flexible timing: Half day (9am-1pm or 1pm-5pm) or full day options
- Confirmed availability: Both 25th and 26th September 2025 available
Proposed event schedule
| Time | Session |
|---|---|
| 9:00-9:30 | Registration and welcome coffee |
| 9:30-9:45 | Opening remarks and introduction |
| 9:45-10:45 | Keynote: PolicyEngine's impact and developments |
| 10:45-11:00 | Coffee break |
| 11:00-12:00 | Live demonstrations of PolicyEngine tools |
| 12:00-13:00 | Networking lunch |
| 13:00-14:00 | Panel: Future of evidence-based policy |
| 14:00-15:00 | Interactive workshop sessions |
| 15:00-15:30 | Afternoon tea and networking |
| 15:30-16:30 | Research presentations and case studies |
| 16:30-17:00 | Closing remarks and next steps |
| 17:00-18:00 | Optional drinks reception |
Next steps
- Confirm 26th September date
- Book venue through HireSpace
- Finalise catering package at approximately £40pp
- Arrange site visit to confirm layout and AV setup
Organising committee
Key Insights
- Best Value: The Chesterfield Mayfair (Half day) at £49 per person offers exceptional value for a morning/early afternoon event
- Most Flexible: The Chesterfield Mayfair provides partition options for breakout sessions without minimum attendee requirements
- Most Prestigious: One Great George Street offers the best combination of location, facilities, and reputation for policy events
- Trade-offs: Lower cost options may require confirming capacity and accessibility features
Organising committee
Event lead
To be confirmed
Overall event strategy and coordination
Technical lead
Nikhil Woodruff (CTO)
Technical demonstrations and content
nikhil@policyengine.org
Communications lead
To be confirmed
Marketing, PR and stakeholder engagement
Operations lead
To be confirmed
Logistics, venue and supplier management
Working groups
Programme committee
Responsible for: Session planning, speaker invitations, content development, agenda coordination
Communications team
Responsible for: Website and registration, social media strategy, press relations, partner outreach
Logistics team
Responsible for: Venue coordination, catering arrangements, equipment and supplies, on-day operations
How to get involved
- Join a working group - Email us with your area of interest
- Suggest speakers - Share recommendations for keynotes or panellists
- Become a partner - Explore sponsorship or collaboration opportunities
- Volunteer on the day - Help with registration, technical support or hosting
Key contacts
| General enquiries | events@policyengine.org |
| Partnership opportunities | partnerships@policyengine.org |
| Media enquiries | press@policyengine.org |
| Technical questions | nikhil@policyengine.org |