The dos and don’ts of booking last-minute meeting space

Last-minute meetings are often inevitable. Whether it’s an unexpected client pitch or an impromptu team gathering, securing the right meeting space at the last minute can be daunting.

To help you navigate this challenge, here are some crucial dos and don’ts for booking last-minute meeting space.

The Dos

Have a flexible schedule

Flexibility can be your greatest advantage for last-minute meeting space bookings. Openness to different times of day or even alternative dates can increase your chances of finding an available space.

Venues may have gaps in their schedule that they’re willing to fill at a discounted rate.

Make the most of technology

Leverage online tools and platforms to compare spaces quickly. Technology can streamline your search and give you instant access to venue details and pricing.

It can save you valuable time and help you make informed decisions swiftly.

Check out EDGE Venues to see how easy it can be!

Negotiate

Don’t be afraid to negotiate, even if it’s a last-minute booking. Venues may offer discounts to fill an empty meeting or event space, and you could secure a better deal.

Be upfront about your budget and see what they can offer to accommodate your needs.

Our feature on Venue concessions – negotiating what’s best for your event provides some great tips.

Know your requirements from the outset

Understanding exactly what you need—space, amenities, room layout, and location—will make your search more efficient.

Make a checklist of must-haves versus nice-to-haves to ensure the venue meets your requirements.

Check out our feature on Event room layout—choosing the right one—for more on this.

Conduct site visits where feasible

If time permits, visit the venue in person before making your final decision. A site inspection can help you better understand the space, its layout, and the available amenities.

It also gives you the opportunity to address any concerns directly with the venue staff.

For some of our handy tips, check out our Site Inspection Checklist—What to look out for.

The Don’ts

Rush without research

Avoid booking the first available space without proper research, even if time is tight.

Take a few minutes to read reviews, check the venue’s reputation, and ensure it meets your needs. A hasty decision could lead to issues on the day of the meeting.

As an EDGE subscriber, you can take advantage of some site visit insights available on selected properties.  

Overlook the fine print

Read the terms and conditions carefully. Last-minute bookings can come with strict cancellation policies or additional fees.

Before confirming your booking, ensure you understand the total cost and any potential penalties.

Forget to confirm final details

Double-check all details with the venue to avoid any surprises.

Confirm the booking, the room’s setup, the availability of equipment, and any other specific requirements you have. Miscommunication can be costly and disruptive.

Assume availability

Never assume your preferred venue will be available, especially on short notice. Always have a backup plan in case your first choice isn’t an

Neglect your budget

It’s easy to overspend when you’re in a rush. Keep a close eye on your budget and try to stick to it. Remember that additional costs can quickly add up, especially with last-minute bookings.

What to do next? Simplify your last-minute booking with EDGE Venues’ RFP tool

Booking the perfect meeting space, even at the last minute, doesn’t have to be stressful.

Our RFP tool provides clear booking transparency and great comparisons across multiple venues. It helps you make the right decision quickly and efficiently.

Don’t let last-minute meetings catch you off guard – try our RFP tool today and experience hassle-free booking!

Let EDGE Venues, your global venue sourcing solution, take the stress out of finding the right venue for you.

Register today for free access, or contact Scott or Kirsty to see how our platform can help your agency or business.