What's included in a day delegate rate?

A day delegate rate, or DDR, is the per-person price most UK venues use for day meetings, training courses and conferences. Here's what it normally includes, what usually costs extra, and how to work out whether it's the right deal for your event.

What is a day delegate rate?

A day delegate rate is a single price per person for a full day at a venue. Instead of paying separately for the room, the coffee, lunch and the screen, you pay one rate for each delegate and the venue bundles the essentials together. It makes budgeting simple: multiply the rate by your numbers and you have a good idea of the cost.

What a DDR usually includes

Every venue sets its own package, so always check the listing, but a typical DDR covers:

Room hire for the day, usually a standard working day such as 9am to 5pm.
Arrival refreshments: tea, coffee and often pastries or biscuits.
Mid-morning and afternoon breaks with more tea, coffee and snacks.
Lunch, often a buffet or working lunch, with dietary needs catered for.
Standard AV such as a screen or projector and a flipchart.
Wi-Fi for delegates.

What often costs extra

Overnight accommodation and evening meals.
Specialist equipment, hybrid meeting kit or a dedicated technician.
Extra breakout rooms beyond your main room.
Early starts, late finishes or weekend use.
Car parking, where the venue charges for it.

If something matters for your event, ask before you sign. On SimpleMeet, each listing shows what's included and whether parking is free or chargeable.

The no lunch day delegate rate

Not every group needs lunch. Short training sessions, morning meetings and teams who prefer to head out often don't. On SimpleMeet, booking without lunch takes 25% off the day delegate rate, and you still get everything else in a usual day delegate rate: room hire, refreshments and AV.

A worked example

Say a room is listed at £48 per delegate, including VAT, and you're booking for 12 people:

With lunch: 12 × £48 = £576
Without lunch: 12 × £36 = £432

The total shown on SimpleMeet is an estimate. Your contract with the venue sets the final price.

DDR or room hire?

Some venues also offer room hire on its own, priced per hour, half day or day. As a rough guide:

A DDR usually works out better when you need refreshments and lunch for the whole group, because the catering is bundled in.
Room hire can be better for a short meeting, a small group that doesn't need catering, or when you're bringing your own refreshments.

Things to check before you book

Minimum numbers. Many venues charge a minimum number of delegates. On SimpleMeet, every booking is charged for at least 5.
Room size. If your group is much smaller than the room, the venue may add a larger room supplement or offer a better-sized room.
Final numbers. Ask when you need to confirm numbers, and whether you can reduce them without charge.
Cancellation terms. These are set by the venue in its contract.
Timings. Check access times if you need to set up early.