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Hidden Charges when Booking a Conference or Meeting Room – what to look out for !

24 Mar 20222m read

There’s nothing more infuriating than committing to a conference or meeting venue booking and agreeing a rate, only to discover after the event that there are unforeseen additional costs. It’s easy to be lured in by an attractive day delegate rate but always enquire into any hidden extras over and above the package on offer as additional items can add up quickly. A little due diligence before making a booking could make a big difference to your budget and ROI.

Flip charts. You’d be amazed how many venues charge for the use of additional flipchart stands and paper.

Snacks: Delegates need regular re-fuelling and the last thing you want to be doing is fretting about how much this will cost you. Most venues provide complimentary hot drinks these days. Better still, having a supply of complimentary fresh fruit and sweet treats available within break-out areas will keep delegates feeling valued and sustained.

Wifi. Whether it’s streaming videos in real time, sharing the latest tweet trending on Twitter or an insightful speech on YouTube, slow Wi-Fi just isn’t going to cut it.  Wi-Fi at a venue has to be fast, it has to be reliable and it has to be free. And let’s not forget encryption to keep you safe while you surf.

Photo copying. This may not seem like a big deal, but actually, photocopying volumes can add up quickly if you are being charged per page.

Cloakroom: You would have thought this would normally be included, not always, check.

Private Catering Room: Some venues charge, Etc Venues or many hotels are examples, some don’t, Cavendish Venues in central London are an example

AV (Audio Visual): This is where the mass of hidden charges happen, be aware a good AV supplier will give a full description of AV charges including labour- rigging in and out, delivery & parking fees, travel, hotels, meals, watch for:

  • Data projector rental. You can’t afford to assume that these will be included. Not all venues provide data projectors on a complimentary basis.
  • Laptop rental. At Make Venues we know how frustrating it can be for delegates to arrive without a laptop or find that their laptop isn’t performing. Like all of the above, laptops are available for use in a complimentary basis across our three venues.
  • Photo copying. This may not seem like a big deal, but actually, photocopying volumes can add up quickly if you are being charged per page.
  • Microphones. They say that talk is cheap so why should you have to pay for the use of a microphone when it is such a basic and vital piece of equipment?  We never cease to be amazed that there are venues out there still that charge for the use of microphones.
  • Others: audio/visual comfort foldback to stage / presentation switchers & signal distribution (vital items)

 Here at The Venue Booker we have booking venues for 25+ years. I hesitate to say we have seen it all, but perhaps we have seen some of the pitfalls. Its in our interest and yours to navigate this minefield successfully. Plus we are talking to conference / meeting and exhibition venues all day every day. Our unbeatable knowledge of the market will allow us to offer yourselves the best possible, plus we will save you time.

  • There are at least 7320 conference and meeting venues in London. (5089 are are listed on the venue directory alone) – we access perhaps the largest database of venues available anywhere we can save you countless hours selecting the best venue / meeting space, checking availability and prices etc !
  • No two venues offer comparable contracts, beware of hidden costs
  • Prices are changing constantly, Mondays and normally cheaper then Tuesdays, we can help navigate this mine field and secure you the best possible rates.
  • We can leverage our combined buying power to secure you the best possible rates, see HERE for how.


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