Top tips for booking better meetings

Planning a meeting involves more than just booking a room – it’s about creating an experience that’s productive, efficient, and enjoyable for everyone involved.

By focusing on thoughtful details, you can enhance attendees’ comfort, support their wellbeing, and even reduce costs. Whether you’re organising a small team huddle or a large-scale gathering, our top tips will help you make smarter decisions that benefit both the bottom line and the people attending. Ready to revolutionise how you plan meetings? Let’s dive in!

Prioritise comfort over dress code

Encourage comfortable footwear for work travel days, making it easy for attendees to walk from the station or office to the meeting venue. Walking not only supports wellbeing but boosts creativity and focus by up to60%, making it a win-win for both attendees and productivity.

Choose a walkable venue

‍Selecting walkable meeting venues isn’t just convenient - it’s transformative. Did you know that even a 15-minute walk can boost mental alertness, energy, and positive mood? When a venue is within walking distance of transit points, attendees can skip the hassle of taxis, support their well-being, and contribute to reducing carbon emissions.

Make public transport easy

When planning, consider the accessibility of public transport and include travel details in meeting invites. For example, if the venue isn’t near the station, provide clear directions, such as "Take bus#34 from outside the station for 6 stops." You can also use MeetingsPro, our meetings management tool, to find venues within a specific walking distance from the station, ensuring a smooth journey for all.

Take advantage of London's tube walking map

Small changes make a big difference - many central London destinations are faster to reach on foot than by taking the Tube. Encourage people to explore TfL's walking map and consider getting off a stop or two early to enjoy a healthy start to their day.

Mondays and Fridays: The new power days for meetings

‍Tuesdays and Wednesdays are peak travel days. Shifting meetings to Mondays or Fridays opens up a world of convenience. Meetings on these days can be up to20% more cost-effective for travel and accommodation. Sweeten the deal by offering a stayover option so colleagues can explore the city and combine work and leisure.

End strong: Set clear meeting finishing times

‍How likely is it that your meeting will finish early or run over? Why notprovide attendees with an estimated end time so they can plan their travelaccordingly? For example, if the meeting is set to finish at 4 pm., this allowsattendees to organise their return journeys with precision, minimising anyunnecessary waiting time. As a final team-building touch, consider a group walk to the station - a healthy, relaxed way to wrap up.

Minimise the risk of cancellation costs

‍If a meeting date might change, advise attendees so they can plan when booking travel. Off-Peak tickets are a safe bet for uncertain plans as they can be changed, but if the date is set then Advance tickets (fixed date / time) can save up to 50%, avoiding the high cost of last-minute tickets.

Debunk split tickets

‍Educate travellers - especially those who don’t travel frequently - on the benefits of split ticketing for last-minute journeys to make their travel less stressful. Split ticketing can reduce fares by 40% or more, turning those ‘budget-busting’ tickets into more manageable expenses. It’s a must-know tip for travellers who need flexibility and savings.

Save big by starting meetings off-peak

‍Shift the clock, shift the savings! Starting meetings Off-Peak doesn’t just lower travel costs - often by 20-30% - but also makes for a calmer, more comfortable commute.

Local navigation apps: Your secret to stress-free travel

‍Navigating new cities can be daunting. Point travellers to top-rated local navigation apps, removing uncertainty and making every journey stress-free. A little guidance goes a long way to ensure travellers feel confident and prepared.

Watch out for the “celebrity effect”!

‍A surprise concert or sports game can lead to up to 100% price surges in flights and accommodations. Before scheduling a major meeting, check for big events nearby - this savvy step lets you pick dates and destinations that avoid skyrocketing travel costs.

The key to booking better meetings lies in the small but impactful details that enhance productivity, comfort, and wellbeing. When meetings are thoughtfully planned, attendees show up ready to engage, and the travel experience feels lighter and more enjoyable. These changes might seem small, but they make a big difference for everyone involved. So next time you’re booking a meeting, keep these tips in mind - you’ll be surprised how much smoother and more enjoyable the experience can be!

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