Even when a venue quote appears to contain all of the information you need, there are several important elements to verify before accepting a quote.
What the Day-Delegate Rate Covers
The day-delegate rate typically includes a combination of room hire, refreshments and a working lunch, but it is essential to establish exactly what is included. Often additional items such as flip charts, notepads, and screen hire are charged individually. Ask for an itemised list of costs instead of being provided with a single figure for the headline rate.
AV and Technology Charges
Additional charges for use of AV and technology equipment, such as projectors, microphones and hybrid meeting equipment. Are technicians provided or are they charged by the hour? Will the venue allow the use of your own equipment in order to avoid charges for hire of conference equipment.
Minimum Numbers and Attrition Clauses
Many conference venue quotes will require a minimum spend and/or an attrition clause. This is important to know in commercial contracts. Find out the key terms and agree to them in writing.
Catering and Dietary Add-Ons
Specialist menus – will you have to pay extra for dietary requirements? However, some conferencing venues provide really flexible packages to allow for odd requirements, so check!
A useful reference for Tewkesbury Hotel Conference Room is https://tewkesburypark.co.uk/hotel-conference-Rooms.
Cancellation and Amendment Terms
Check for notice periods that could trigger a cancellation fee and see if any changes to the number of people attending a conference would result in any charges, possibly with a sliding scale of fees. Make sure you know exactly what these charges are and when they come into effect.
Parking and Accommodation
If your attendees are going to park cars or to stay in overnight rooms, you might want to find out if they are included in the conference package, if there is a reduction, or if it has to be booked and paid for separately. For conference facilities in the area, click on.
By checking a conference quote over now, you can save a whole lot of trouble checking over the terms and conditions later.
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