What’s Included in Venue Hire? A Guide for Corporate Event Organisers

Venue hire can include much more than the room itself. Depending on the venue and package, corporate venue hire may include furniture, room setup, presentation technology, Wi-Fi, whiteboards, refreshments, catering, breakout areas and onsite support. Other items—such as specialist AV, dedicated breakout rooms, hybrid production, extended access or additional technical staff—may cost extra.

Because inclusions vary considerably between venues, organisers should compare the total event package rather than the advertised room-hire price alone. A clear written quote should show exactly what is included, what is optional and what could change the final cost.

For a detailed look at possible extras, see Karstens’ Hidden Costs of Venue Hire guide and Conference Venue Pricing Explained.

What Does Venue Hire Usually Include?

Corporate venue hire typically starts with access to the booked room for an agreed period. From there, inclusions depend on the venue, room and package.

A purpose-built conference or training venue may bundle more services into the hire price than a venue offering room rental only.

The key question is therefore not simply “How much is the room?” but “What does that price allow us to deliver without adding more services later?”

Is the Meeting or Conference Room Included?

The booked room is the foundation of venue hire, but organisers should confirm exactly when access begins and ends.

Your agreement should identify:

• the room being hired
• event date and hours
• expected attendee numbers
• agreed seating configuration
• organiser or presenter access time
• event finish time
• any setup or pack-down arrangements.

What should organisers confirm?

Ask:

• When can our organiser or presenter enter the room?
• Is preparation time included?
• Can materials be delivered before the event?
• Is pack-down time included?
• Can the room layout be changed?
• What happens if participant numbers increase or decrease?

These details matter particularly for training sessions, conferences and presentations where organisers may need time to test equipment, organise materials or prepare registration areas.

If you are still deciding what type of space you need, Karstens’ Conference Rooms, Training Rooms and Meeting Rooms pages provide useful comparisons between different corporate event environments.

Is Furniture and Room Setup Included?

Standard venue hire will often include the normal furniture needed for the selected room configuration.

Common layouts include:

• classroom
• cabaret
• boardroom
• theatre
• U-shape
• workshop or collaborative configurations.

However, it is worth confirming what the venue considers a standard setup.

An event requiring additional furniture, staging, repeated room changes or several configurations throughout the day may have different requirements from a straightforward full-day conference.

Why room configuration matters

The same room can accommodate very different numbers depending on the layout.

Theatre seating generally allows more participants than classroom or cabaret seating, while boardroom and U-shape arrangements require more space per attendee.

When requesting a quote, give the venue both your expected participant numbers and your preferred layout rather than relying on the room’s maximum advertised capacity.

Is AV Equipment Included in Venue Hire?

AV is one of the most important inclusions to clarify before booking.

Depending on the venue and package, standard presentation technology may include:

• presentation screens
• projectors
• speakers
• presentation connections
• whiteboards
• flipcharts
• basic presentation equipment.

Specialist requirements may be priced separately.

Built-in AV

Built-in AV is equipment already integrated into the room.

This can make setup simpler because presenters do not need to organise multiple external suppliers or temporary systems.

Before booking, confirm exactly what is available in your particular room.

Additional or specialist AV

More complex events may require:

• additional microphones
• multiple displays
• recording
• cameras
• stage lighting
• production equipment
• confidence monitors
• dedicated technicians.

These should be included in the original event brief wherever possible.

For a broader breakdown of how technology affects total venue cost, see Hidden Costs of Venue Hire.

Is Wi-Fi Included?

Wi-Fi is increasingly expected at corporate venues, but organisers should still confirm what type of connectivity is included and whether it suits the event.

Consider how participants will use the network.

A small board meeting checking email has very different requirements from a training program where 50 participants access cloud-based platforms simultaneously.

Ask whether your event involves:

• presenter internet access
• participant Wi-Fi
• live polling
• cloud-based applications
• streaming
• video conferencing
• hybrid participation
• large numbers of connected devices.

If connectivity is central to the program, tell the venue before booking rather than assuming standard guest Wi-Fi will be sufficient.

Are Hybrid Meeting Facilities Included?

Hybrid capability varies significantly between venues.

A simple Teams or Zoom meeting may require only a camera, screen, audio and reliable internet. A larger hybrid conference may require multiple microphones, additional displays, room cameras and technical assistance.

Potential hybrid requirements include:

• cameras
• room microphones
• presenter microphones
• speakers
• screens
• video-conferencing software compatibility
• internet connectivity
• pre-event testing
• technical assistance.

The question to ask is not just “Do you offer hybrid meetings?” but:

What equipment and support are included for the hybrid event we are planning?

Karstens has dedicated information about its Hybrid Conference Venues, which is useful when planning events involving both in-room and remote participants.

Are Whiteboards, Flipcharts and Stationery Included?

Small operational items can easily be overlooked during venue comparisons.

Depending on the venue, your room may include or provide access to:

• whiteboards
• markers
• flipcharts
• notepads
• pens
• presentation accessories.

These inclusions are particularly valuable for training sessions and workshops where facilitators need participants to move between presentation, discussion and group activities.

If your facilitator requires several flipcharts, specific markers or large quantities of stationery, include them in the event brief rather than assuming they are standard.

Is Catering Included in Venue Hire?

Catering can be structured in several ways.

It may be:

• incorporated into a conference package
• charged per participant
• selected separately from room hire
• optional.

Common corporate catering requirements include:

• morning tea
• lunch
• afternoon tea
• refreshments
• coffee and tea
• water
• dietary meals.

What catering costs should you confirm?

Before comparing quotes, ask:

• What food is included?
• Are refreshments included throughout the day?
• How are dietary requirements handled?
• When do final catering numbers need to be confirmed?
• What happens if additional participants attend?
• Can catering times follow our agenda?
• Are there minimum numbers or minimum spends?
• Can external catering be used?

Catering is one of the areas where a cheap room-hire price can become less attractive once all required services are added.

For that reason, it is useful to compare catering alongside room, AV and support rather than treating it as a separate purchasing decision.

Are Tea and Coffee Included?

Tea and coffee arrangements differ between venues and packages.

Some venues provide continuous refreshments, while others offer refreshments at scheduled breaks or price them separately.

For a full-day event, consider not only whether coffee and tea are supplied, but also:

• where they are located
• whether delegates can access them between breaks
• whether refreshments are replenished
• whether they are incorporated into the quoted package.

This may appear minor during the booking process, but it can have a noticeable effect on the participant experience during a long training or conference day.

Are Breakout Rooms Included?

The term breakout space can mean different things.

A venue may have a communal breakout area outside the conference room, while your event might require a completely separate private room for small-group work.

These are not necessarily the same inclusion.

Private breakout rooms may be needed for:

• workshops
• coaching
• leadership development
• interviews
• project teams
• executive discussions
• mediations
• confidential group sessions.

Ask whether breakout space is:

shared or exclusive, and whether additional private rooms are included or separately hired.

Is Onsite Event Support Included?

One of the most important distinctions when comparing venue hire is the difference between providing a room and supporting an event.

Venue support may include:

• reception assistance
• room preparation
• presenter assistance
• catering coordination
• basic AV troubleshooting
• event-day adjustments.

More complex services may require:

• a dedicated event manager
• a dedicated technician
• registration staff
• production staff
• security
• after-hours personnel.

Ask the venue:

Who will be available on the day if something changes or we need assistance?

Karstens positions its corporate venues around purpose-built rooms, technology, catering and onsite support across its Australian CBD locations. The exact facilities and inclusions vary by venue, room and package. (Karstens)

What Is Usually Not Included in Standard Venue Hire?

There is no universal list, but organisers should check whether the following attract additional charges:

• parking
• accommodation
• specialist AV production
• additional technicians
• private breakout rooms
• extended access hours
• weekend or public-holiday requirements
• custom staging
• specialist furniture
• external suppliers
• branding production
• entertainment
• travel and accommodation
• additional equipment.

These are not necessarily additional at every venue. The purpose of the list is to identify items that should be clarified before accepting a proposal.

If you want to examine these possible extras in more detail, read Hidden Costs of Venue Hire.

Why the Cheapest Venue Hire Rate May Not Be the Cheapest Event

A headline room-hire price does not represent the total event cost.

A useful comparison is:

Total Event Cost = Room Hire + Technology + Catering + Breakout Rooms + Staffing + Additional Services + Other Event Costs

Imagine Venue A offers cheaper room hire but charges separately for presentation technology, catering, refreshments and additional rooms.

Venue B has a higher initial room price but includes more of the services your event requires.

Venue B may ultimately cost less—or provide better value—but the comparison only becomes clear when the complete event requirements are costed.

That is why conference organisers should compare like with like.

Karstens’ Conference Venue Pricing Explained provides a more detailed framework for comparing room hire with packaged venue pricing.

How to Compare Venue Hire Quotes Properly

Start by giving each venue the same event brief.

Then compare:

For a broader venue comparison framework, use Karstens’ How to Compare Conference Venues.

If you are conducting site visits, the Conference Venue Inspection Checklist provides another useful way to compare potential venues consistently.

15 Questions to Ask About Venue Hire Inclusions

Before confirming a venue, ask:

1. What exactly is included in the room-hire price?
2. Is standard AV included?
3. Is Wi-Fi included?
4. Which microphones or presentation equipment are supplied?
5. Is room setup included?
6. Can the room configuration be changed?
7. Are whiteboards and flipcharts supplied?
8. Are tea and coffee included?
9. Is catering included or separately priced?
10. Are breakout rooms included?
11. What onsite event support is included?
12. Are hybrid facilities included?
13. Are setup or pack-down charges possible?
14. Could extended hours or additional services cost extra?
15. What could cause the final invoice to differ from the quote?

The answers should ideally appear in the proposal or booking documentation rather than relying only on a verbal discussion.

What Does Karstens Venue Hire Include?

Karstens provides purpose-built corporate conference, training and meeting venues in Melbourne, Sydney, Brisbane, Perth and Adelaide, with room types and services designed specifically for professional business events

Depending on the selected Karstens venue, room and package, organisers may have access to:

• flexible room configurations
• presentation technology
• Wi-Fi
• hybrid meeting capability
• breakout facilities
• catering options
• onsite support
• CBD locations.

The benefit of working with a specialist venue provider is the ability to coordinate the room, technology, catering and event support through one venue relationship rather than treating each element as a completely separate decision.

Explore Karstens’ Conference Rooms, Training Rooms, Meeting Rooms or Australian venue locations to compare options.

Venue Hire Inclusions Checklist

Before accepting a venue quote, confirm:

• ☐ Room hire
• ☐ Event access hours
• ☐ Setup time
• ☐ Pack-down time
• ☐ Tables and chairs
• ☐ Room configuration
• ☐ Screen/projector
• ☐ Microphones
• ☐ Speakers
• ☐ Wi-Fi
• ☐ Presentation connections
• ☐ Whiteboards or flipcharts
• ☐ Stationery
• ☐ Tea and coffee
• ☐ Catering
• ☐ Dietary requirements
• ☐ Breakout areas
• ☐ Private breakout rooms
• ☐ Hybrid technology
• ☐ Onsite event support
• ☐ Technical support
• ☐ Parking information
• ☐ Additional fees
• ☐ Final-number deadlines
• ☐ Cancellation and change conditions

Frequently Asked Questions

What is included in conference venue hire?

Conference venue hire usually includes the booked room for an agreed period and may also include furniture, room setup, Wi-Fi, presentation equipment and venue support. Catering, hybrid technology, private breakout rooms and specialist AV vary by venue and package, so organisers should request an itemised list of inclusions.

Is AV usually included in venue hire?

Some venues include standard presentation AV, while others charge separately. Ask what screens, projectors, sound, microphones and connections are included and whether specialist equipment or technicians cost extra.

Is catering included in conference room hire?

It depends on the pricing model. Catering may be bundled into a conference package, charged per person or selected separately. Confirm meals, refreshments, dietary requirements and final-number conditions before booking.

Is Wi-Fi normally included in meeting room hire?

Wi-Fi is commonly available at corporate venues, but inclusions and capability vary. If your event relies on cloud applications, streaming, hybrid participation or many connected devices, confirm that the available service is appropriate for your requirements.

Are breakout rooms included in venue hire?

Not necessarily. Shared breakout areas may be included while dedicated private rooms may require additional hire. Ask the venue to distinguish between communal breakout areas and exclusive breakout rooms.

Does venue hire include tea and coffee?

Sometimes. Tea and coffee may be included continuously, provided during scheduled breaks or charged as part of a catering package. Check the quote rather than assuming refreshments are included.

Are hybrid meeting facilities included?

Hybrid facilities depend on the venue and event format. Basic video-conferencing capability may be available, while additional cameras, microphones, displays or technical staff can require a separate quote.

Are furniture and room setup included?

Standard tables, chairs and an agreed room configuration are often included, but complex layouts, additional furniture or multiple room resets may cost extra.

What additional venue costs should I budget for?

Potential additional costs include specialist AV, private breakout rooms, technical staff, extended access, parking, staging, external suppliers and additional equipment. Always request a complete itemised proposal.

How should I compare conference venue quotes?

Compare the complete event cost rather than the room rate alone. Use the same event brief for every venue and compare room hire, technology, catering, breakouts, support, access times, flexibility and contractual terms.

What should I ask a venue before booking?

Ask exactly what is included, what can cost extra, what access times apply, what technology and catering are provided, how changes are handled and what cancellation or rescheduling conditions apply.

Does Karstens include AV and catering?

Karstens includes Room hire, AV, lolly bar, presenter box with stationary, continuous Nespresso coffee and tea in its room hire cost, catering is tailored to each individual event. 

Compare the Complete Venue Package Before You Book

Understanding what’s included in venue hire makes it easier to compare venues fairly, control costs and avoid last-minute surprises.

The most competitive quote is not necessarily the one with the lowest room-hire figure. It is the one that clearly identifies the room, technology, catering, support and additional services required to deliver your event successfully.

Planning a conference, training session or corporate meeting? Explore Karstens venues across Melbourne, Sydney, Brisbane, Perth and Adelaide or request a quote to confirm the room, technology, catering and support available for your event.