Comparing venue hire quotes is harder than it looks. Two venues quoted at similar day rates can have very different real costs once you account for what each one does and does not include as standard. A quote that looks cheaper on paper can end up costing significantly more once AV, staffing, and catering are added.
This guide sets out what is typically covered in a venue hire fee, what is almost always charged separately, and what questions to ask before you commit. For context on what different types of venue hire cost in London, see our event venue hire cost guide.
What is usually included in a venue hire fee?
Most venues cover the following as standard within the hire fee, though it is always worth confirming in writing before signing anything.
The room itself
Hire of the space for the agreed period, including any agreed setup and breakdown time. Make sure the hire period covers when your team arrives to set up, not just when guests are due.
Basic furniture
Chairs and tables in a standard configuration are almost always included. Specialist furniture, unusual layouts, or additional pieces beyond the standard provision may be charged extra.
WiFi
Standard internet access is typically included. If you are running a high-bandwidth event (live streaming, large file transfers, multiple simultaneous video calls), ask about the actual connection speed and whether a dedicated line can be provided, as shared building WiFi often struggles under event conditions.
Access to shared facilities
Toilets, reception, and cloakroom access where applicable are generally included. For exclusive hire events, make sure this extends to the full building and not just the room.
Basic technical equipment (in some venues)
Screens, projectors, or wall-mounted displays are included as standard in many venues. Do not assume this; confirm it. And if they are included, confirm the resolution, the input types supported, and whether a technician is available or whether you are expected to manage it yourself.
What is usually charged as an extra?
The following are the costs most likely to be omitted from a headline hire quote. Asking about each one upfront is the most reliable way to compare venues accurately.
Catering and beverages
Food and drink is almost never included in a venue hire fee unless explicitly stated. Venues typically price catering either per head, as a package (arrival drinks, lunch, afternoon break), or as a minimum spend on food and beverage. The minimum spend model in particular catches people out: if guests consume less than the minimum, you pay the difference regardless. Always confirm whether the hire fee is separate from or dependent on a food and beverage commitment.
AV beyond the basics
A screen and a projector are one thing. A PA system, lapel or handheld microphones, a lighting rig, a confidence monitor, a live streaming setup, or breakout room AV are another. Each of these is typically quoted separately and can add up quickly for higher-production events. If your event involves any kind of presentation, panel, or performance, get an itemised AV quote alongside the room quote.
Event staffing
Basic venue staff (a site contact, a receptionist) are usually included. A dedicated event coordinator who stays with your event from setup to close, additional front-of-house staff, security, or a technical operator are almost always extra. For larger or more complex events, a dedicated coordinator is worth paying for; it removes a significant management burden from whoever is running the event on the day.
Parking
On-site parking, where it exists, is usually priced separately. Many central London venues have no parking at all, so it is worth clarifying early if any of your guests are likely to arrive by car.
External supplier access
If you are bringing in a caterer, AV company, florist, photographer, or any other external supplier, many venues charge an access fee or require suppliers to be on an approved list. Some also charge for use of loading bays, goods lifts, or out-of-hours access. Ask about this before finalising your supplier arrangements.
Overtime
Running past the agreed end time is charged at a premium at most venues, typically at an hourly rate that is higher than the pro-rata day rate. Build a realistic finish time into your event planning and confirm the overtime rate in writing before the event.
Dry hire, wet hire, and full service: what is the difference?
The hire model determines how much is bundled into the headline price and how much you coordinate separately.
Dry hire means you are renting the space only, with no catering or additional services included. You bring in your own caterer, AV company, and any other suppliers. The hire fee is typically lower, but the total event cost depends entirely on who you bring in and what they charge. Dry hire gives you maximum flexibility and is the right choice if you have specific catering requirements or want full creative control over the event. It does, however, add supplier management to your workload.
Wet hire means the venue provides catering alongside the space, either as an included package or priced per head. The trade-off is less flexibility in menu and style, but significantly simpler logistics. Most corporate events on a standard brief work well on a wet hire basis.
Full service or event packages bundle venue hire, catering, AV, and sometimes event coordination into a single price. These packages are easier to budget for and reduce the number of supplier relationships to manage. They tend to work best for standard formats (conferences, dinners, away days) where bespoke requirements are minimal.
The right model depends on your event’s complexity, your team’s capacity to manage multiple suppliers, and how much creative control matters for this particular event.
What to ask before you book
These are the questions worth asking every venue on your shortlist before comparing quotes. The answers will tell you far more than the headline hire rate.
- Is the quoted price inclusive or exclusive of VAT? (20% is a significant difference on a large hire.)
- What AV is included as standard, and is a technician available or do we self-manage?
- Is there a minimum spend on food and beverage, and does it apply regardless of consumption?
- What is your policy on external caterers or AV suppliers? Are there access fees?
- What is the overtime rate if the event runs past the agreed finish time?
- Is a damage deposit required, and what is the process and timeline for return?
- Is a dedicated event coordinator included, or is that an additional cost?
- Does the hire period include setup and breakdown time, or does that need to be added?
A venue that answers all of these questions clearly and in writing, without hesitation, is one that is confident in its offer. Vague or evasive answers at this stage are a reliable signal of surprises later.
At Town Hall Spaces, we are happy to provide a fully itemised quote so you know exactly what is included before making any commitment. Get in touch to tell us about your event and we will come back with a clear picture of costs.
