The lead time for booking a conference venue can vary significantly from what an event organiser expects, often leading to them paying too much or accepting an alternative date.
Large Multi-Day Conferences
Large Multi-Day Conferences: For conferences that run over two or more days, booking a conference venue 9 to 12 months in advance is ideal. The more people attending your conference the more space your event will require and the longer in advance you will need to book. A large block of rooms, meeting and function space and catering will not remain available for a long time, particularly at peak times for business events.
Smaller Half-Day Meetings
For a half day meeting for 10 people or so you might be able to book 4 to 8 weeks in advance, avoiding school holidays, half terms etc and going for a mid-week in a low season period. However it is always better to book and confirm as early as possible, as someone could always book out the date you want at short notice.
Q4 and January Book Up Fastest
The end-of-year period (October to December) and the start of the new year (first two weeks of January) are the peak time for booking Cotswolds Hotel Conference Venue spaces for events such as end-of-year parties, awards dinners and January strategy meetings. For these large events it is not unusual for bookers to book conference venues 12 months in advance for the best spaces and dates.
Lock In Catering and AV Early
Catering numbers must be confirmed by the conference venue 4-6 weeks prior to the event. Similarly, the necessary audio-visual equipment, such as screens, microphones and hybrid streaming equipment must be discussed at the time of booking to ensure that the necessary equipment is available and to avoid additional charges. If you want Cotswolds Hotel Conference Rooms,see https://tewkesburypark.co.uk/hotel-conference-rooms/cotswolds/
Provisional Hold vs. Signed Contract
Find out what the hotel will hold a date for you for (e.g. a provisional hold for 7-14 days) and book the space and catering as soon as possible. Remember they can pull a hold at any time so make sure to book the space and catering as soon as possible to avoid any problems.
Booking a conference venue well in advance can get you the best rates for your event and also ensure that you get the dates that you want.
