Meeting planners are spreading their internal room bookings evenly across the course of the working week, but external venue bookings remain concentrated on mid-week, according to new data released by full service agency Capita Travel and Events.
The information, Capita claims, is based on analysis of more than a million customer internal meeting room bookings.
Analysis of the data shows an average external venue price differential of 25-30 per cent for mid-week versus lower priced, low demand Monday and Friday.
Among the data gathered for internal meetings, the average number of delegates was five and average meeting duration three hours.
Nine per cent of internal meetings booked included food and beverage (F&B) through internal or external catering providers.
Boardroom style was found to be the most popular room layout for internal meetings at 87 per cent.
Capita says 88.5 per cent of bookings into rooms with video conferencing facilities were solely for video conferencing. Capita’s analysts said that while this demonstrated the rooms were being used effectively, an average of just six per cent of internal spaces had such facilities.
Jim Quintrell, the agency’s Head of Account Management for Meetings and Events (pictured), says: “By gathering data, understanding trends and examining what meetings are being forced externally by a lack of availability, you can avoid unnecessary external venue spend. Reconfiguring floor space around demand, for example, can help optimise internal space and thus reduce costs.”
Capita’s internal meeting space self-booking tool was first introduced in 2009 by BSI, an agency now incorporated into the group. The tool allows organisations to make significant savings through the optimisation of internal rooms. Coupled with a strategic meetings management programme (SMMP) with policy and authorisation controls for external venue use, Capita claims it typically delivers a 24 per cent reduction in spend per meeting.
Capita Travel and Events portfolio incorporates Capita Business Travel, BSI, Expotel and Venues Event Management into a group with an annual customer turnover in excess of £525m. The combined business employs 900 people across nine UK sites.
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