Delegate rates explained…

Delegates mingling at the start of an event

When it comes to booking event spaces and venues for conferences, meetings, away days, or team building events, you will often be provided with a cost in the format of a day delegate rate or 24 hour delegate rate.  These two pricing formats are widely used when it comes to venues and events, but if you haven’t heard of them before they can be a little confusing.  As a result, we thought it would be good to explain exactly what these two terms mean and what to look out for when using day delegate and 24 hour delegate rates.

What is a day delegate rate?

A day delegate rate will often be quoted by a venue if you are looking to hold a meeting, conference, or event that will last for a single day.  It is a fixed cost (per person) that includes a majority of the items you will need for your event.

Exactly what’s included within a day delegate rate does differ slightly from venue to venue as you would expect, but will generally include the following items:

  • Main meeting room hire for the duration of your event
  • A projector and projector screen (or a large plasma screen for smaller rooms)
  • Tea and coffee breaks
  • Lunch
  • Parking (although not usually with City centre venues)
  • Wi-Fi access throughout the venue
  • Delegate stationary (pads, pens, etc.)
  • A flipchart and easel
  • Bottled water in you meeting room

What is a 24 hour delegate rate?

A 24 hour delegate rate is very similar to a day delegate and is designed for events where delegates will be staying at the venue overnight, either the day before or the day of your meeting, conference, or team building event.

In addition to all of the items included within a day delegate rate, a 24 hour delegate rate will typically include:

  • Three course evening meal (this is usually served in the venue’s restaurant although there is often the opportunity to have a private dining room if required)
  • Overnight accommodation
  • Breakfast the following morning

When should you choose an inclusive delegate rate?

If you require all of the items provided by a day delegate rate or 24 hour delegate rate, then they often provide good value for money and are also a great way to stay in control of your budget.  However, make sure that you aren’t paying for things that you don’t need and always be clear on exactly what is and isn’t included within the rate.

What is the alternative to an inclusive delegate rate?

If you would prefer to stay clear of ‘delegate rates’ when booking your next event, the alternative is for the venue to break everything down for you.  In this case they will provide you with separate costs for room hire, tea and coffee servings, lunch, projector hire, etc.  If your delegate will be staying overnight they will also provide accommodation costs and dinner rates for you.

If you choose this pricing structure for your next event, make sure you are completely happy with the rates that have been quoted and that all the things you will need for your event have been covered.

White Rhino are a friendly and hard-working event management company based in Surrey.  If you would like some help or advice planning your next event, please don’t hesitate to contact a member of the White Rhino team.

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