You should check for a few specific clauses in conference room contracts before signing them. These can often form a large proportion of the total price of the conference.
Minimum Numbers and Attrition Clauses
Even if you don’t expect to have fewer delegates than the minimum number of guests that the venue requires, many venues include an ‘attrition’ clause which will require you to pay a percentage of the full rate for any number of delegates below the minimum number of guests required by the venue. Make sure that both the minimum number of delegates and the percentage for an ‘attrition’ clause are included and clearly written in the contract before you sign it.
Cancellation and Postponement Terms
Note these are two separate areas, and often have different notice periods and amounts of charge for cancellation and postponement. Often there is a sliding scale of charges for cancellation the further in advance it is cancelled, and a fixed amount for postponement.
What Exclusive Use Actually Covers
“Exclusive use” refers to what area of the venue you have hired exclusively for your event. This can be the conference room itself, a floor of the venue, or even the entire venue. The contract will confirm which area of the venue you have hired exclusively for your event and what areas are shared with other guests.
If you want Gloucester Hotel Conference Rooms, https://tewkesburypark.co.uk/hotel-conference-rooms/gloucester/ is a good place to start.
Overtime and Late-Finish Charges
Check what an hourly rate is for overtime and late finishes on your planner budget – you never know when an event may run longer than anticipated.
Bundled Versus Itemised AV and Catering
Some venues include AV, refreshments and lunch in the day delegate rate, while others list them separately. It is often easier to alter individual components when they are charged separately but it can make comparison shopping more difficult. Ask for a full, line by line, breakdown of what is included in the price you are being quoted.
By knowing what to look for, you can ask the right questions and know the answers before you sign anything.
