Renting a conference room or meeting space in the United Kingdom is a big industry. In fact, the UK conference and business events sector is worth nearly EUR 22 billion.
The perfect time to research is the beginning of event planning. Here you can acquire important information that will help you reach the best decision.
Read on to learn more about renting a meeting space. Explore 7 essential questions to ask before coming to a rental agreement.
1. What Is the Meeting Space Capacity?
For starters, you need to confirm that the venue can accommodate the number of planned guests. This requires some work on your part.
You need a preliminary headcount to ensure the venue is large enough. One pro tip is to be conservative in your estimate. Leave room for a few extra guests to err on the side of caution.
2. Is the Venue Available on the Required Date?
This is the most important question to ask. You need to ensure that the venue is available on the date of your event.
It is highly recommended that you have a few backup dates in mind. Event spaces book up quickly in the UK and flexibility is a major advantage.
3. What Is Included in the Price?
Before booking the space, the venue will provide either a quotation or contract that calls out the terms and conditions of the agreement. Read these documents carefully to see exactly what is covered by the base price.
There may be specific details that you want to look for. For example, how long do you have the event space for? Is guest parking included?
4. What Is the Cancellation Policy?
Every venue has a cancellation policy. It is imperative that you carefully read the terms of this policy in the unfortunate event of a cancellation.
Typically, the cancellation fee increases as the date of the event draws closer. For example, the venue may keep over 80 percent of the down payment if there is a cancellation less than 2 weeks from the event date.
5. What If the Event Space Is Re-Booked?
This is a circumstance that should be outlined in the contract. Depending on when you cancel the event, there is a chance that the venue can find another patron and re-book the space.
If this is the case, you should be able to recoup some of your down payment. Read the terms and conditions of the rental agreement closely so that you are familiar with the venue’s policy.
6. How Will Guests Access the Event Space?
Ask the venue for a briefing on facility access. First and foremost, is there on-site parking for guests?
Is the event space within walking distance of public transportation? This is important information that must be passed on to all guests.
7. Does the Venue Provide Catering Services?
Regardless of when your meeting is held, guests are sure to get hungry at some point. Ask the venue for details about catering services.
Some venues require that you buy from their partners. Other venues have a looser policy and allow you to bring outside food and beverage.
Wrapping It Up
Make no mistake that hosting a meeting is hard work. There is a lot of planning that goes into a good meeting.
After reading these questions, you have an idea of the most important items to consider during event planning. If you are interested in renting a meeting space, please contact us for assistance.