Room Hire Decoded: Separating Venue Rental from Meeting Arrangements

Planning a meeting is simpler when you know exactly what you’re paying for. If you’ve ever asked, “Is room hire included in a meeting package?” this guide to room hire will help you avoid surprises. At De Heeren van Montfoort, meeting arrangements bundle catering, Wi‑Fi and stationery at a per‑person rate, while the actual room hire (the venue rental) is billed separately. Below, we decode the difference so you can build an accurate budget and choose the right setup.

Quick answer: Is room hire included in meeting arrangements?

No. For the 4‑hour, 8‑hour and 12‑hour meeting arrangements at De Heeren van Montfoort, room hire is charged separately from the per‑person package.

What a meeting arrangement covers (and what it doesn’t)

Meeting arrangements at De Heeren van Montfoort are designed to ensure your attendees are comfortable, focused and well catered for. They include refreshments, Wi‑Fi and writing materials at a transparent per‑person price. Room rental is not included and is invoiced in addition, based on the space you select.

Included in meeting arrangements

• Fresh coffee and a selection of tea with sweet treats
• Still and sparkling mineral water
• A mini‑fridge with soft drinks
• A luxury cookie‑and‑mint candy bar
• Wi‑Fi (high‑speed fibre‑optic internet in all rooms)
• A notepad with writing materials for each participant
• Depending on the duration: a seasonal lunch, an afternoon savoury or healthy snack, and (for 12 hours) a concluding dinner
• Dietary requirements are happily accommodated for lunch and snacks

Not included in the per‑person package

• Room hire (venue rental) for your chosen space
• Optional production services such as lighting, sound systems, bands or DJs (available on request)

Package overview and pricing

Below is a simple overview of what each arrangement includes and where room hire sits in your budget.

Notes:

• Room rental is not included in any arrangement.
• Dietary needs can be accommodated for lunches and snacks.

What “room hire” really means

Room hire refers to booking exclusive use of a specific space for your meeting. At De Heeren van Montfoort you can match the room to your group size and format, then have the team set the layout to your needs. Spaces include:

• Terraszaal — 30 m²; ideal for 2–14 guests (perfect for board meetings and one‑to‑one sessions)
• Commanderijezaal — 100 m²; up to 120 guests (the largest indoor plenary room)
• Tuinzaal — 75 m²; suitable for 2–135 guests
• Additional rooms and outdoor areas are available, with seven separate rooms in total and a roof terrace for breaks or informal gatherings

All rooms are connected to a fibre‑optic network to ensure a fast, stable connection for meetings and presentations.

Why separate room hire from meeting arrangements?

• Clarity: You see exactly what you spend on the space versus attendee catering and facilities.
• Flexibility: Choose the room that suits your format—plenary, breakout, or private interviews—without changing your per‑person catering plan.
• Scalability: Add breakout rooms or upgrade to a larger plenary hall as your agenda evolves.

How to build a precise budget (step‑by‑step)

1. Define your duration

   • 4 hours: morning or afternoon session, with or without lunch.
   • 8 hours: full day with lunch and an afternoon snack.
   • 12 hours: full programme with lunch, an afternoon snack and a concluding dinner.

2. Choose your arrangement

   • Select the per‑person package that matches your timeline and catering needs.

3. Add room hire for your spaces

   • Pick the room(s) that fit your group size and agenda. De Heeren van Montfoort offers seven separate rooms, from intimate to large plenary spaces, and can set up the layout to match your goals.

4. Plan breakout rooms (if needed)

   • For multi‑session conferences or workshops, add smaller rooms alongside a plenary hall. The Terraszaal is ideal for focused groups of 2–14.

5. Confirm AV and production

   • The venue can provide complete production, including lighting and sound systems, and can arrange bands or DJs for receptions—tailored to your budget.

6. Finalise catering details

   • Seasonal lunches include a glass of homemade soup, deluxe mini‑sandwiches, a warm item, and orange juice and milk.
   • Afternoon snacks can be savoury or healthy.
   • Dietary requirements are welcomed and accommodated.

7. Consider dinner and wine

   • If your programme includes dinner, your 12‑hour arrangement concludes with it. Guests dining from the restaurant menu can opt for a wine arrangement pairing wines by the course.

8. Think logistics

   • All rooms include high‑speed Wi‑Fi.
   • Four fixed EV charging stations are available in the on‑site car park.
   • Need extra capacity? Additional private parking spaces with attendants can be arranged.

9. Extend with overnight stays (optional)

   • For multi‑day meetings or late finishes, add the 12‑hour arrangement with dinner plus overnight stay at nearby Hotel Montfoort (11 rooms), just a one‑minute walk away. Price on request.

Choosing the right room for your agenda

When separating room hire from your meeting arrangement, align spaces to the flow of your day:

• Board meeting or interviews: Book the Terraszaal (2–14) for privacy and focus.
• Plenary sessions: Use the Commanderijezaal (up to 120) for keynotes or all‑hands.
• Breakouts and workshops: Add secondary rooms for parallel tracks.
• Receptions and fresh‑air breaks: Make use of the roof terrace or book outdoor areas when appropriate.

Tip: Explore the Zalenoverzicht (Room Overview) to compare spaces side by side, and review the Vergaderen page to see arrangement options in context.

Frequently asked budgeting questions (answered in one line)

• Is room hire included? No—room hire is billed separately from all 4‑, 8‑ and 12‑hour packages.
• What do the packages cover? Refreshments, Wi‑Fi, stationery, and depending on duration, lunch, an afternoon snack and dinner.
• Can you accommodate dietary needs? Yes—dietary requirements are gladly accommodated.
• Are breakout rooms available? Yes—seven separate rooms allow for plenary and breakout combinations.
• Is the internet reliable? Yes—all rooms connect to a fibre‑optic network.
• Can you support AV and entertainment? Yes—complete production (lighting/sound) and entertainment can be arranged.

Practical takeaways

• Budget in two lines: per‑person arrangement + room hire for your chosen space(s).
• Match the package to your agenda: 4h (with/without lunch), 8h (incl. lunch + snack), 12h (incl. lunch, snack, dinner).
• Right‑size your rooms: pick capacities that fit your group, then add breakout rooms as needed.
• Lock in logistics: confirm AV, dietary needs, parking and EV charging early.
• Consider overnights: for late finishes or multi‑day events, add the dinner + overnight option (price on request) at Hotel Montfoort nearby.

Conclusion

Separating room hire from meeting arrangements gives you control, clarity and flexibility. Choose the per‑person package that fits your timeline, then add the right room(s) and any production support to bring your agenda to life. De Heeren van Montfoort combines flexible spaces, reliable fibre‑optic internet, attentive catering and thoughtful details to make planning straightforward—and successful.

Ready to design your meeting with confidence? Call 0348 47 12 29 or email info@deheerenvanmontfoort.nl to request a tailored proposal, or book a personal tour to explore the rooms in person.

Looking for next steps?

• See the Zalenoverzicht to compare capacities and ambiances.
• Browse Vergaderen for full arrangement details.
• Explore Lunch/Diner for seasonal menus and hosting options.
• Check Overnachting for dinner + overnight possibilities.