Say what the customer is booking
“Room hire” leaves a lot to guess. “A weekday workshop, up to four hours, classroom seating for 30, tables and projector included” gives a planner something useful to compare.
Use these examples to explain your own offers. Confirm the current details with your venue team.
Hourly or a set block of time
An hourly rate can suit a meeting. A morning, full day or evening can suit a longer event. State the shortest booking you accept and whether setup and cleanup fit inside the booked hours.
Minimum spends
Explain what counts toward a food-and-drink minimum, what happens if the customer spends less, and whether tax and service charges count. Make clear whether room hire costs extra.
Packages
List the room, hours, seating, equipment and services included. Explain extra guests, upgrades and overtime. Planners should not have to ask what a package name means.
When to prepare a tailored quote
A gala with a stage, outside caterer and several rooms may need a closer look. Gather the requirements and make the extra costs clear before the customer agrees. Sending a proposal does not itself confirm a booking.
Check the room layout
Dinner tables, a dance floor and a stage all take space. Confirm the guest count for the arrangement being offered, including time and staffing to change the room.
A clear option answers: Which space? Which hours? How many guests in which layout? What is included? What costs extra? What still needs agreement?