When comparing prices for a conference venue the initial quote can look so similar but the end of day invoice can be so different.
Understand the Day-Delegate Rate
The Day-Delegate Rate (DDR) is the normal way for venues to quote for conferences. The venue will typically include room hire, tea and coffee, lunch, etc within the rate quoted on a per person per day basis. It is very important to establish what is included within the quoted rate for comparison purposes as two venues quoting the same rate could include totally different elements within the rate.
Check AV and Tech Costs Separately
It is also wise to check the conference venue’s audio-visual (AV) equipment costs and whether they employ a technician to operate the equipment. Ask for a list of all AV equipment that they supply as standard and also as extra charge, and check their hourly rates for their technicians. These can add a large amount to the cost of a medium sized conference.
Factor in Room Hire and Accommodation
If your conference is over the space of two days or if delegates are travelling from far afield, then the cost of overnight rooms for participants will also form part of the total cost. Many venues however will reduce the room rate for a full day’s conference.
Query Catering Minimums and Corkage
Evening functions can also come with minimum spends (which can be high for small numbers of attendees) as well as corkage on bringing your own wines. The Cotswolds hotel conference venues will offer dinner packages but make sure you are comparing like with like and have the evening rate per person for each alternative.
Confirm Parking and Transfer Costs
The costs for on-site parking, if available, can be free or may incur a charge per vehicle and/or per day. For larger events held over several days a shuttle transfer service may be arranged from a local railway station. As with room hire and AV, it is surprising how many event planners overlook this extra charge in supplier quotes.
Ask About Cancellation and Attrition Clauses
Most contracts will include an attrition clause which requires you to pay for the minimum number of delegates attending. This is something to be aware of when comparing supplier quotes and must be read in the proposal’s guidance. If you are looking for Cotswolds Hotel Conference Rooms, see https://tewkesburypark.co.uk/hotel-conference-rooms/cotswolds/.
Once you have like-for-like quotes, it is then easy to compare venues to see which will best suit your needs.