Conference venue quotes are simple enough on the surface until you read the small print and start to realise some serious problems with what you’ve read.

What’s Bundled Into the Day Delegate Rate

Would the number of refreshment breaks be included within the day delegate rate? And would a working lunch be included within the day delegate rate? Typically a Day Delegate Rate would include use of a conference room, refreshment breaks and a working lunch, but not additional items such as the use of AV equipment, parking, evening functions, etc.

Room Hire Versus Package Pricing

This can sometimes be quoted as room hire on top of the catering, but it can also be packaged together to form a better overall price for the conference.

Minimum Spend and Attrition Clauses

Is there a minimum spend for your conference? Even if this is not the case, are you committed to paying for a certain number of delegates if numbers are to fall below this level at a later date? Does the venue have an ‘attrition clause’ for instance a 20% of total number of delegates for instance booked but not attending on the day of the conference. Get this in writing.

How VAT and Service Charges Are Applied

Check whether the price quote is plus VAT and whether there is a service charge on top. Service charges vary and can substantially increase the final amount of the bill for a Gloucester hotel conference venue.

For Gloucester Hotel Conference Rooms, visit https://tewkesburypark.co.uk/hotel-conference-rooms/gloucester/.

Whether Rates Vary by Day or Season

If the rate changes for a midweek meeting against a Friday meeting (for example) are there any discounts for holding a meeting during the ‘off’ season (i.e. outside of the peak Autumn pre-Christmas period) and do the rates vary throughout the year?

This list of questions helps to clearly compare conference venues, rather than only comparing the headline price.