Venue Hire vs Day Delegate: Which Is Best for Your Event?

Venue Hire

You are paying to hire the event space for a specific period, whether that’s a few hours or a full day depending on your requirements; it is not usually based on the number of delegates attending your event. The venue provides the space, while additional services are usually added separately.

Cost Structure

A fixed hourly / half day / full day rate according to your requirements and is not dependent on how many delegates you have at your event. In most cases this includes:

• Exclusive use of the event space
• Basic Tables and chairs
• Basic lighting and heating or air conditioning

Extras such as catering, refreshments, audiovisual equipment, stationery, and event staff are typically charged separately.

Tip – Every venue quotes differently, so always check exactly what is included in the venue hire to ensure costs don’t start to mount up.

Benefits of Venue Hire

1. Complete flexibility – Venue hire gives you full control over your event. You can choose your caterers, decorators, entertainment, and suppliers to create a completely bespoke experience. Do be aware that many venues have a list of preferred suppliers from which you must choose to use.

2. Pay only for what you need – if your event doesn’t require catering or conference facilities, venue hire can be a cost-effective option, so you only pay for the services you need.

Cons

1. Additional costs can quickly add up for catering, AV equipment, and refreshments.
2. Pulling together all the moving parts – from supplier contracts to complex logistics – takes significant time, often stretching the organiser’s timeline further than expected.
3. Budgeting can be more complicated due to multiple suppliers.
4. Greater responsibility falls on the event organiser.

Day Delegate Package

Often referred to as a Day Delegate Rate (DDR) or Meeting package, it is an all-inclusive pricing option designed specifically for business events.
Instead of paying separately for room hire, catering, and equipment, you pay a fixed price per delegate attending your event.
A typical Day Delegate package includes (but these can vary):

• Meeting room hire
• Tea and coffee on arrival
• Morning refreshments
• Lunch
• Afternoon refreshments
• On-site event support

Most venues also include the following; however, our tip is don’t assume and check first!

• Projector or presentation screen
• Flipcharts and stationery
• Complimentary Wi-Fi

A venue will set a minimum number of delegates required to secure the room for your event. This ensures they get the revenue they require, and you as the organiser, know that these are the minimum numbers you pay for.

Benefits of a Day Delegate Package

1. Simple budgeting – with a fixed price per person, it’s much easier to estimate your total event costs. In some cases where you are charging the delegate to attend, you can work out your ROI.  You would also have less administration and event planning.
2. Less planning – the venue manages catering, refreshments, room setup, and technical equipment, saving you, as the organiser, time as there will be only one contact to speak to pre-event and liaise with on the day of the event.
3. Delegate experience – everything your attendees need is provided, allowing them to focus on the event rather than logistics.

 Cons

1. Less flexibility to use your own suppliers.
2. You may pay for services you don’t need.
3. Packages may offer limited menu or room setup options.
4. Not always suitable for highly bespoke or themed events.