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.
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:
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.
If you are looking for a venue, whatever your requirements, we can help save you time and money. Simply send us your brief and our experienced team of venue finders will do the rest.
With over 20 years experience in the hospitality industry you can be confident that our expertise and extensive knowledge will ensure the success of your event.
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