The Conference Venue Packages of hotels can look very simple when viewing a brochure but as with many things in life the detail can be key when comparing quotes for conferences or keeping a budget under control for conferences.
What a Day Delegate Rate Covers
A Day Delegate Rate, or DDR, is a charge made by hotels for conferences and meetings. The charge is usually on a per person basis and includes room hire for the day, breakfast, lunch and afternoon tea, as well as stationery, pads and mints for the delegates. A basic AV screen and projector are usually included too.
Residential Versus Non-Residential Packages
A Residential Package includes overnight stay and dinner. The cost per person is much higher than for a non-residential package but it makes for a much simpler invoice for you as you can just distribute it to attendees. For events held in the evening or spanning two days then a Residential Package is the way to go. Non-residential packages are best suited for single day meetings and delegates travelling back home on the same night.
AV and Tech Provisions
Basic AV such as a projector, screen and a flip chart are usually included within the price of a day rate. Any additional AV, i.e. Video Conferencing, LED screens, Sound Engineer, etc. will be charged as an extra. Please ask for a full list of AV equipment and pricing before finalising your budget.
Catering Breaks and Flexibility
Most packages come with 2 breaks and a lunch but it is not uncommon for hotels to be flexible as to the times of these. It is wise to get this in writing to prevent them charging extra for afternoon dinner or a themed lunch for example, over and above a standard working lunch.
Minimum Numbers and Attrition Clauses
Packages are normally priced around a minimum number of delegates that must attend in order to book the package. For most conference venues the minimum number will be included in the contract. Many venues also include an attrition clause, which means that even if the numbers attended are below the minimum for which the package was contracted, you will still be charged for a percentage of the agreed numbers. It is therefore very important that you read the terms and conditions for such packages thoroughly before signing a contract for a package priced around minimum numbers. Read the terms for such packages carefully before committing to and make sure that you negotiate the minimum number down before booking a package. The Gloucester hotel conference rooms such as https://tewkesburypark.co.uk/hotel-conference-roomsgloucester/.
Make sure you read the terms for the attrition in detail. If numbers are uncertain it’s best to negotiate the minimum number down prior to signing the contract for the packages built around these details, see.
