Meeting Room FAQs

How do I book a Meeting Room?
Can I provisionally book a Meeting Room?
How do I confirm a booking?
What are your cancellation terms?
How much does it cost to hire a Meeting Room?
Is there a standard rate for hiring a Meeting or Conferencing Room?
Can I book a meeting out of normal working hours?
Is meeting room support available?
Do you provide secretarial support?
Can I hire equipment such as Videoconferencing, AV, Plasmas, PCs?
What is DDR?
Is a there a typical DDR package?
What is included in the Meeting Room hire?
What room layout styles do you offer?
The layout of Meeting Room I want is not shown on the website?
Are all your venues of a similar type and style?
What kind of catering services to you provide?
What is the shortest time I can book a room for?
What is the longest time I can book a room for?

Can I provisionally book a meeting room?
Yes. However, most companies will state that they have the right to continue marketing the room until the booking is confirmed.

How do I confirm a booking?
You will need to pay in advance of your meeting. This payment will be taken from your credit/debit card or an invoice can be raised and payment settled by cheque or bank transfer. For longer term meeting room requirements, you will be invoiced after the initial payment has been paid.

What are your cancellation terms?
Cancellation charges vary from operator to operator and also depend on the size of the meeting.

How much does it cost to hire a meeting room?
This is a hard question to answer as we deal with so many locations and configurations of meeting room. We can easily give you some budget costs if you call or email us with your requirements.

Is there a standard rate for hiring a meeting or conferencing room?
No. Rates will vary depending on location, length of use and size of meeting room. There are also different delegate packages which will change between the various meeting room operators.

Can I book a meeting out of normal working hours?
Most meeting room operators open between normal working hours (8.30am – 6.00pm, Monday - Friday). Organising a meeting outside of these hours will normally incur extra charges. Typically operators will charge 1.5 times the standard rate before or after normal working hours and 2 times the standard rate at weekends.

Note: We recommend talking to one of our advisers about specific locations as all operators offer different tariffs with regards extra charges.

Is meeting room support available?
The level of support will vary from operator to operator. Most companies will offer support in helping set up the meeting room including AV equipment or videoconferencing. They will also be able to service your meeting, providing teas/coffees and catering if required.

Administrative/Secretarial support may also be provided.

Do you provide secretarial support?
Most operators have receptions which will meet and greet all delegates. There are normally onsite support staff that will help in organising your meeting and secretarial services for presentation preparation, as well as photocopying, faxing and typing.

Can I hire equipment such as Videoconferencing, AV, Plasmas, PCs?
Yes. Most operators have a selection of equipment to hire. This will normally be charged as extra. Even if a company doesn’t have onsite equipment they will normally be able to source this for you.

What is DDR?
Day Delegate Rate. This is the cost per person in hiring the meeting room. Day Delegate Rates normally come as a package typically including room hire, teas/coffees and lunch. DDR packages will vary from operator to operator and package to package.

Is a there a typical DDR package?
There are a number of packages depending on your requirements and budget. A typical package will include the hire of the meeting room, servings of teas/coffees throughout the day including biscuits and a lunch (sandwiches, fruit and pastries). Bottled water will normally be included as well.

What is included in the Meeting Room hire?
Packages differ between operators, but typically rooms will have flip charts, whiteboards and bottled water included. Some operators include free national calls and internet.

Note: Catering, videoconferencing, TVs, Plasmas, AV equipment are normally charged as extra.

What room layout styles do you offer?
We offer standard meeting rooms, training rooms and conference rooms. These can be configured in a U shape style, Classroom, Theatre, Cabaret or interview style. We are very flexible so if a style is not here that you require, please let us know and we will do everything to accommodate your needs.

The layout of meeting room I want is not shown on the website?
We can help bespoke an ideal configuration of meeting room space to meet your needs. We are totally flexible in the way we can configure rooms.

Are all your Venues of a similar type and style?
No. We are totally independent which means we can deal with any meeting room operator we like. This benefits our clients as they will always get the right solution for their meeting room requirements.

Let us know your requirements and we will do our utmost to meet your expectations.

What kind of catering services to you provide?
You decide on the standard of catering required. This can be anything from standard teas/coffees and sandwiches to full luncheons offering hot and cold food.

What is the shortest time I can book a room for?
1 hour.

What is the longest time I can book a room for?
There is no maximum time limit. We have Clients that block book meeting rooms for a year at a time.