Booking the right venue or meeting space can make all the difference to the success of your event. Whether you're planning a team catch-up, a client presentation, or a larger gathering, a bit of strategic thinking can help you get more value for your budget, and a better experience for your attendees. Here are some practical tips to guide your planning.
Start with Internal Options
Before looking externally, check whether internal meeting spaces are available. If your preferred room is already booked, it’s worth checking with the booker to see if plans have changed. Using in-house space can save time, money, and travel.
Be Flexible with Dates
Timing can significantly affect cost. Meetings held on Mondays, Fridays, or during quieter periods such as bank holiday weeks often come with lower venue and travel costs—sometimes saving up to 22%.
Choose Food That Inspires
Catering should meet dietary requirements, but it can also enhance the experience. Move beyond standard sandwiches with options like sharing platters, themed menus, or local specialities. Healthy snacks such as nuts or avocado can help maintain energy and engagement throughout the day.
Consider Parking and Accessibility
If attendees are driving, venues outside city centres may offer better parking and value. Always consider how easy it is for people to get to and from the venue, and whether a later start time could help avoid peak travel costs—potentially saving up to 38% on delegate travel.
Understand Cancellation Policies
Before confirming a booking, review the venue’s cancellation terms. If your plans aren’t final, avoid committing to a non-refundable rate. It’s worth seeking advice or using a guide to ensure the contract works in your favour.
Plan Accommodation Early
If attendees need overnight stays, ask about 24-hour delegate rates. These can be more cost-effective than booking meeting space and accommodation separately.
Bundle Bookings for Better Value
If you regularly book similar events—such as training sessions—consider bundling them when negotiating with venues. You may also benefit from coordinating with other teams in your organisation to combine needs and secure better rates.
Think Beyond the Boardroom
The right space can influence the outcome of your meeting. Consider whether a more creative or unusual venue could help achieve your goals. Outdoor spaces, waterfront properties, or venues with unique features can boost engagement and leave a lasting impression.
Prioritise Safety and Security
Ensure your chosen venue meets your organisation’s safety and security standards. This is especially important for business tr
