What a day delegate rate is and why clients ask for it
A day delegate rate (DDR) is a single price per attendee per day. It covers the meeting room, basic AV, coffee breaks and lunch. The organiser doesn't have to assemble a quote from ten line items, and they can tell their manager straight away what the event will cost.
For you, a DDR has two advantages: you can send proposals faster, and clients can compare your rate with other venues at a glance. There is one risk. If you set the rate by gut feeling, a small group or a demanding client can easily turn the event into a loss.
What a DDR usually includes
A full-day package at a hotel typically includes:
- the main meeting room for the day (around eight hours), set up for the number of delegates,
- standard AV: projector or screen, flipchart, Wi-Fi,
- still and sparkling water, notepads and pens,
- arrival coffee and two refreshment breaks (morning and afternoon),
- a buffet or plated lunch,
- a named event coordinator on the day.
A half-day rate usually means the room for four to five hours, one break and lunch or a lighter bite. A 24-hour delegate rate adds an overnight room, breakfast and usually dinner to the DDR. It suits two-day training courses and residential away days.
What to keep as extras
- breakout rooms,
- advanced AV and a technician on site (panel microphones, live streaming, interpreting equipment),
- dinner, a drinks reception and the bar after the sessions,
- parking, bedrooms (on a day rate), team activities.
List these as optional extras with a clear price. The package stays easy to read and the client chooses only what they really need.
How to calculate your rate, step by step
- Start from your price list for each item. Room hire per day, lunch, a refreshment break, all-day drinks, AV. If you don't have a price list yet, build one first.
- Spread the fixed items per person. Room hire and AV cost the same for 20 delegates as for 50. Divide them by the number of attendees.
- Add the per-person items. Lunch, breaks and drinks are multiplied by headcount.
- Compare the total with your package price. A DDR is usually a little cheaper than the sum of its parts. That gives the client a reason to book the whole package and gives you less haggling.
- Check food cost and labour. Your kitchen can tell you the cost of lunch and breaks. The rate has to cover ingredients, service staff and running the room.
- Set a minimum number of delegates. State the headcount from which the DDR applies. Below it, charge room hire separately or a minimum number of delegates.
A worked example
A hotel has a room for 60 people and receives an enquiry for a full-day training session for 40. The price list below is an illustration, not a recommended rate:
| Item | Price list | Per person at 40 delegates |
|---|---|---|
| Room hire per day | £700 | £17.50 |
| AV (projector, screen, flipchart, Wi-Fi) | £130 | £3.25 |
| Lunch | £19 per person | £19.00 |
| 2 × refreshment break | £8 per person | £16.00 |
| All-day drinks | £7 per person | £7.00 |
| Total | £62.75 |
You could set the DDR at £57 per delegate. With 40 delegates the client pays £2,280 and you are about 9% below the sum of the items.
Now run the same numbers for a smaller group. At 30 delegates the items add up to £69.67 per person; at 20 delegates, £83.50. At £57, a group of 20 would cost you most of your room hire. So write it into the proposal: "The day delegate rate applies from 30 delegates. For smaller groups we charge a minimum of 30 delegates or room hire at our standard rate."
VAT and the invoice
A DDR bundles services that may be taxed differently: food, drinks, room hire and accommodation. Some venues therefore split the package into its components on the invoice. How you should handle it depends on your country and the current rules, so agree the approach with your accountant before you start selling the package. Always state whether your rate includes VAT. Corporate clients compare like with like.
The most common mistakes
- No minimum headcount. A small group ends up with the room almost for free.
- A vague description. "Refreshments" is not enough. Say how many breaks there are and what is served.
- No final numbers date. Agree when the client confirms the final headcount and how many delegates they can still drop without a charge.
- The same rate all year. In peak season and from Tuesday to Thursday the DDR can be higher than in July or on a Friday.
How to show the DDR in your proposal
Put the price per person, a list of what is included, the minimum number of delegates and the total for the event at the top. List optional extras underneath, separately. The client sees immediately what they are paying for and doesn't need to come back with questions. If you still build proposals in spreadsheets, see how to send event proposals without spreadsheets.
How Verando helps
In Verando you save the package once: the items, the price per person and the minimum headcount. When a new enquiry comes in, you add it to the proposal, the total is calculated for you, and the client receives a clear proposal in their own language that they can confirm online. You can see the whole flow on the how it works page.
Frequently asked questions
What does DDR mean in a hotel?
DDR stands for day delegate rate: one price per conference attendee per day. It usually covers the meeting room, basic AV, two refreshment breaks, lunch and drinks.
Is room hire included in a day delegate rate?
Usually yes, as long as the group reaches the minimum number of delegates. Below that, venues normally charge room hire separately or a minimum headcount.
What is the difference between a DDR and a 24-hour rate?
A DDR covers the daytime programme only. A 24-hour delegate rate adds an overnight room, breakfast and usually dinner.
Should a DDR be cheaper than booking items separately?
Usually yes, slightly, so the client has a reason to book the package. Always check that the rate still covers your costs at the minimum headcount.