Planning essentials · 15 November 2026
A better meeting starts with a better brief
Six questions to answer before you ask a venue for a quote.
01
Start with the outcome
Decide what the meeting needs to achieve. A strategy workshop, a training day and a client presentation need different spaces. Write down the outcome before choosing the setting.
02
Give a useful headcount
Share your likely attendance and the range it might move within. Ask for capacity in your intended layout, rather than relying on the largest number advertised.
03
Describe the working day
Include arrival, breaks, lunch and finish times. Allow for setup and clearing away. Ask whether breakout spaces and early access are included.
04
Check the practical details
Explain your screen, sound, internet and hybrid-call requirements. Ask the venue to confirm its arrangements for step-free access, accessible toilets and any individual requirements your guests share with you.
05
Compare the full cost
Ask for an itemised quote covering room hire, catering, equipment, VAT and any minimum spend. Confirm payment dates, cancellation terms and what happens if numbers change.
06
Put the agreement in writing
Confirm your date, layout, final numbers and inclusions with the venue. A directory listing is a starting point; your booking terms come from the venue.