De-Mystifying Event Venue Costs For Meetings & Team Building Days

Deciding the type and style of venue for a meeting or team building day can initially feel overwhelming. With so many options available, each with its own pricing structure, hidden costs, and logistical considerations. It’s easy to feel uncertain before you’ve even begun.  

In the text below, we’ll walk through the pros and cons of five common venue styles to help you make a confident, informed choice that saves you money, effort, and time. 

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So, to start with, there are five venue styles to consider: 

1. Stay in the office 

1. Village Hall or Community Centre 

1. Conference / Meeting Centre that hires by the hour 

1. Sports Club Grounds 

1. Hotel / Conference Venue 

Deciding which works best for you, your team, and your numbers is the first hurdle, so let’s briefly look at each one in turn. 

 

1. Stay in the Office

Let’s face it on the surface this choice might seem to be the best and most obvious choice. However, it is often the most overlooked in terms of planning.  

Using your own workspace costs nothing in hire fees, which is a clear advantage. However, the downsides can be significant. Employees may struggle to mentally “switch off” from their day-to-day roles, reducing engagement and creativity. Interruptions from colleagues not involved in the session are common, and the familiar environment can limit the sense of occasion that makes team building genuinely effective.  

That said, for smaller teams or quick half-day sessions, the office can work well with a little creative rearrangement. Check out our guide on office vs hired venues for team building. 

Best for:  Small teams, tight budgets, short sessions. 

 

2. Village Hall or Community Centre

Often underestimated, village halls and community centres offer surprisingly good value. Hire rates are typically low (sometimes as little as £10–£30 per hour) and most come equipped with basic tables, chairs, a kitchen, and car parking.  

They offer a neutral, informal environment away from the office, which can help teams relax and engage more freely. The trade-off is that facilities can be basic, AV equipment may be limited or non-existent, and the aesthetic isn’t always exactly inspiring.  

You’ll likely need to bring your own equipment and possibly arrange your own catering. However, for teams focused on activities rather than presentations, this can be an excellent budget-friendly choice.  

If you are considering this a quick internet search will show you what is local to where you want to hold the event and if there is anything suitable for you. 

Best for:  Activity-based team building and tight budgets. 

 

3. Conference / Meeting Centre that hires space and meeting rooms by the hour

Dedicated conference and meeting centres offer a professional environment with reliable AV equipment, breakout rooms, and on-site support staff.  

The hourly or half-day hire model gives you flexibility and cost control, so you pay only for the time you need. These venues are purpose-built for productivity, meaning the layout, lighting, and acoustics are all designed with meetings in mind.  

The downside is that the environment can feel corporate and impersonal, which may work against the relaxed, collaborative atmosphere that team building days benefit from. Costs vary widely, so always clarify what’s included in the rate (AV hire, Wi-Fi, and refreshments can add up quickly). 

Best for: Formal meetings, training days, presentations, larger groups. 

 

4. Sports Club Grounds

Sports clubs (particularly cricket, football, and rugby clubs) are an increasingly popular and cost-effective. Many clubs actively seek mid-week hire income, meaning you can often negotiate very reasonable rates.  

Facilities often include a function room or clubhouse, outdoor space, a bar, and catering. The relaxed, social atmosphere lends itself well to team building, and the outdoor space opens up opportunities for physical activities. The main consideration is variable quality…. facilities differ enormously between clubs, so a site visit beforehand is always strongly recommended. 

Best for:  Mixed indoor/outdoor days, social team building, groups wanting a relaxed atmosphere. 

 

5. Hotel / Conference Venue

Hotels offer the most comprehensive package: professional meeting rooms, catering, accommodation, and often on-site leisure facilities.  

For residential events or large-scale conferences, they are hard to beat. However, they come at a premium. Day Delegate Rates (DDR) can range from £40 to £100+ per person, and upselling on food, drink, and equipment is common.  

As a tip, always see if there is some negotiation on the price, ask for a full written breakdown of costs before committing and see if you can sign for a minimum number of guests with the option of adding more nearer the date. 

Best for: Residential events, large conferences, senior leadership days, impressing clients and ‘treating’ your team. 

 

 Conclusion

There’s obviously no single “right” answer when choosing a venue. It all comes down to your goals, team size, and budget. By understanding the true costs and trade-offs of each possibility upfront, you’ll be far better placed to choose a venue that delivers real value and a genuinely memorable experience for your team. 

We understand that every team is different with different priorities, so if you are unsure of what is right for you or need advice our sales team are on hand to help. We provide a free venue search within our proposals so that you can see what might work well for you and your team. 

Choosing the right venue is about far more than simply finding somewhere to meet. It’s about creating the right conditions for your team to connect, collaborate, and ultimately get the most from the time you invest together. As we’ve seen, every option carries its own set of advantages and compromises, and there is genuinely no one-size-fits-all answer. 

The key is to start with clarity. Define your objectives first. Are you running a formal training session, a creative brainstorm, or a social team building day? Your purpose should drive your venue choice, not the other way around. From there, set a realistic budget that accounts not just for room hire, but for catering, equipment, travel, and any hidden extras that can quietly inflate your costs. A simple cup of coffee in a hotel for instance will cost around £3.50. If it is not covered in a day delegate rate and you have say 50 guests, the extras bill of £175 might be an unwelcome addition to the day. 

Don’t overlook the less obvious options. A well chosen village hall or sports club can deliver a far more memorable and effective day than a soulless hotel conference suite at three times the price. Equally, a hotel’s all-inclusive package might represent genuinely good value when you factor in the time and effort saved on logistics. 

Whatever you choose plan early, visit the venue in person where possible, and always get a full written breakdown of costs before committing. A little due diligence at the outset will save you from unwelcome surprises on the day. 

With the right venue locked in, you’ve already taken the most important step toward a successful, productive, and memorable event.