This article explores what you should look for in a meeting room hire agreement before you confirm a booking for a date and time.
Minimum Hire Periods
Minimum periods apply to all meetings booked. For example a 1 hour meeting would have to be booked for a minimum of 2 hours. This should be established prior to confirmation of a booking.
Cancellation Notice Requirements
Minimum notice periods for cancellations also vary greatly. Worcester meeting rooms typically allow a full refund for a booking for 48-72 hours. Larger meeting rooms may require two weeks notice for a full refund. Make sure the policy is based on the size of the meeting room and get the terms and conditions in writing before you pay a deposit. To find out more about commercial contract terms, go to Citizens Advice.
Deposit and Payment Terms
The deposit is typically paid at the time of booking and this can be anywhere up to 50% of the full cost and is usually refundable but will depend on the venue’s terms and conditions and will be outlined prior to the balance being due.
What the Quoted Price Includes
Quoted rates for meeting rooms often exclude use of AV equipment, provision of Wi-Fi and supply of refreshments. Make sure you understand what is included in the quoted rate before you agree to book a meeting room.
Overtime Charges
Overrunning the booked time for a meeting can sometimes result in additional hourly charges at higher rates.
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Reading the small print on these five key points will help to avoid later disputes.