Frequently Asked Questions

Frequently Asked Questions

Questions? Take a look at our FAQ’s. If your question remains unanswered contact us and we will be more than happy to help!
Why use Meeting Venues Agency?

Our venue finding team will take the clients brief and source up to five options in the location nominated. Currently there are a range of venues types to choose from including hotels, conference centres, sporting venues, castles, stately homes, galleries and museums.

The designated venue finder will locate suitable venues that meet the client’s requests and budget. The agent will also attempt to negotiate discounts to ensure cost reductions and wherever possible agree complimentary added value extras.

A Conference Agency will have access to thousands of venues in the UK and worldwide. They will also have the buying power to ensure you obtain ‘value for money’ and the experience and expertise to fully understand your requirements and ensure the client’s meeting is a success.

How can you provide a FREE service?

Meeting Venues achieve a commission when we place business into any venue partners. This practice doesn’t affect the price you pay; we challenge anybody to secure more competitive rates! Agencies account for a third off all business placed into conference venues.

What is a Day Delegate Rate (DDR)?

The majority of conference venues will quote an inclusive day delegate rate per person. This is based on the amount of delegates and the size of the room. For the most part this is the cheaper option when booking a conference.

What Services are included in a Day Delegate Rate (DDR)?

A Day Delegate Rate is based on an all-inclusive fee per-person plus VAT.

The charges include services such as:

– Room Hire
– Tea/Coffee/Biscuits
– Whiteboard and Flipcharts

Other extras that may be included (dependent on the venue) are WIFI, Restaurant Lunch, Parking, and AV equipment.

What is a 24 Hour Delegate Rate?

Regarding conferences, some venues will provide a 24 hour inclusive rate which could include some of the following services:

– Lunch
– Refreshments
– Room Hire
– Flipcharts and Whiteboards
– Wi-Fi
– Parking
– Overnight Accommodation including Breakfast

24 Hour delegate packages are often the cheapest option and are based on minimum delegate numbers. The rates vary depending upon the time of year and sometimes venues offer special promotions that can reduce the costs even more. The conference agent will be able to advise and compare the different packages to provide the most cost effective solution.