Must-read tips for smarter venue booking

Booking the right venue takes careful planning. Capita Travel and Events shares its essential checklist for getting the best value every time you plan a meeting and book a venue…

Be flexible with dates
You could save, on average, 22% on both meetings and travel costs if you book during quieter periods. Venues can often be cheaper on Mondays, Fridays and during bank holiday weeks.

Make it easy to get there
Look at where your attendees are travelling from, and how they’ll get to/from the venue. By starting a meeting a little later and avoiding peak-time journeys, you could save up to 38% on the cost of your delegates’ travel. For more tips on keeping meeting costs to a minimum, read our advice here.

Don’t get caught out by cancellation policies
Always check the cancellation policy for the venue’s proposed rate before confirming your booking. If your plans are not yet cemented, don’t commit to a contract. Get more advice on getting the venue contract right in our expert guide.

Factor in accommodation needs up front
If the majority of your meeting delegates need a bedroom, a venue’s 24-hour rate might be more cost-effective than booking a meeting room and bedrooms separately.

Bundle your venue bookings
If you make regular bookings with similar requirements, such as training courses, bundling the events together when negotiating could get you better value.

And think wider than your immediate team: are there other people in your company with similar venue needs that you could team up with?

Check your company calendar to see if your event could be run on either side of a company conference that already has a confirmed date. You may be able to negotiate a two-day event rate at the same venue.

Offer food for thought
Catering for a range of dietary requirements is the norm these days – but how about picking food that inspires delegates?

Food can provide lasting memories so mix up the usual sandwiches with sharing platters, local specialities or even a themed menu. Healthy snacks such as avocado or nuts can keep delegates’ energy levels up, encouraging them to keep listening and learning.

To read the rest of Capita Travel and Events’ tips, visit 

capitatravelevents.co.uk/News-and-insights/expert-insights/smarter-venue-booking/