Venue Jargon Buster
Vat - Inclusive or Exclusive?
Depending on what your enquiry involves, each venue might quote rates in different ways. Some venues may quote exclusive of VAT. Others will quote a VAT-inclusive price.
Within a VAT inclusive price there will invariably be a zero-rated element for room hire (if the rooms primary function is for a meeting or conference rather than catering).
Room Only
This rate is for accommodation only. When quoted room only, you need to be aware that there is an additional charge for breakfast, normally between £12 and £15 per head.
Bed and Breakfast (B&B)
This rate is based on double or single occupancy. This can be two people in a twin room, two people in a double room, one person in a single or one person in a double. State, when making your enquiry, if you require a double bed for one person as the rate often differs from a single bedded room. Also check whether the breakfast is co ntinental times or full english. What time is breakfast served in the morning?
Dinner, Bed and Breakfast (DBB)
This rate is as above, but also includes dinner in the restaurant. Within the rate, the client will have a certain allowance for food in the venue’s restaurant. Any amount in excess of this allowance will be charged to the client separately. If it is a rate quoted for a party of guests there will invariably be a separate charge for private dining.
24 Hour Delegate Rate (24HR)
The basic rate normally includes 2 servings of tea and coffee (one in the morning and one on the afternoon), conference room hire, 2-course hot and cold buffet lunch, 3-course evening meal, accommodation and breakfast.
Each venue has its own package - some include unlimited refreshments, screen, flipchart, projector, syndicate room(s), danish pastries and more. Private dining and the use of an outside area might be subject to a separate facility fee. As with most headline rates costs vary – a good agent will know which venues are most cost effective for your specific requirements.
Day Delegate Rate (DDR)
This rate normally includes 2 servings of tea and coffee (one in the morning and one on the afternoon), conference room hire and a 2-course hot and cold buffet lunch. As with the 24 Hour Rate, this package will differ with each venue.
Rack Rate
This is the published rate and is negotiable, although the extent will vary according to the time of year, the day of the week, the number in the party in relation to the venue size and confirmed bookings for the time of the booking.
Activity Site Hire
This charge can sometimes be included in a delegate package, but more often than not, the venue will make some form of charge. This can be per head or a fixed amount. Some venues do not charge for using their grounds dependent upon the nature of the event and the value of the booking.
Always find out where the site is in relation to the venue as it can often involve a walk of up to 10 minutes, in which case you may need transport and toilet facilities. Many venues cannot accommodate certain events so will have contact with a nearby farmer or landowner.
Private Dining
There are many different ways a venue can quote for a private dinner. Some may include it within a 24hr delegate rate, whereas some might charge a supplement
If you are not staying overnight, dinner costs will be quoted with a starting price per head as there will be range of menu options and prices. Many venues will include private room hire within this per capita cost based on a minimum number of guests. Make sure this is explained when enquiring.
Syndicate Room Hire
Syndicate rooms differ in size and price. Some venues may include one or more syndicate rooms within a 24hr or Day Delegate rate, this will normally hold up to 10 people, boardroom style.
