In this blog Katie Whitby, head of sales at The Venue Collection, discusses why agility is the new advantage as last minute meetings rise.
In the past year, we’ve seen a clear shift in how organisations are planning their meetings and events. Lead times are shorter than ever, with bookings sometimes arriving just days before an event is due to take place. What was once considered “short notice” is fast becoming the new normal.
This trend isn’t about poor planning. It’s a reflection of a volatile world. With economic uncertainty, shifting work patterns, and rapid organisational change, businesses are thinking differently about how and when they bring people together. Confidence to commit months ahead has waned; agility and flexibility have become essential.
Why last-minute meetings are on the rise
One key factor driving this trend is hybrid working. Many teams now spend only two or three days a week in the office – if at all. Younger employees in particular have found that the new working world can be isolating. There’s a growing realisation that digital tools alone can’t build relationships or create communication.
We’re seeing leaders recognise the need to gather their people in person – not necessarily for structured team building, but simply to reconnect. It’s about bringing everyone into the same room to talk, share ideas, and rebuild the ‘water cooler’ moments that don’t happen on Zoom.
These aren’t long, residential events. They tend to be short, high-impact days focused on discussion, collaboration, and knowledge sharing. Many include interactive workshops, personality profiling sessions or group activities designed to strengthen understanding and communication, rather than the traditional “It’s a Knockout” style team builds.
Smaller, more purposeful gatherings
We’re also noticing a shift towards smaller, more intimate meetings. Large-scale networking events don’t always suit today’s diverse workforce. For some people – particularly those who are neurodivergent or new to the company – big, busy environments can be overwhelming.
Companies are choosing to compliment the large annual conference with more frequent, focused sessions with clear outcomes. There’s greater emphasis on return on investment, both in terms of time and budget. If teams are coming together, it has to count. Meetings are becoming less about attendance and more about purpose: sharing best practice, developing skills, or planning strategy.
Interestingly, this renewed focus on connection and collaboration appears to be having a positive impact on retention. Organisations that invest in regular, meaningful gatherings are seeing stronger engagement and fewer new starters, which in turn reduces the time and cost of induction and training.
Agility as a business advantage
These shorter lead times could present challenges for venues, but we see them as an opportunity. At The Venues Collection, we’ve adapted to this new pace of planning. With multiple properties across the UK, a large number of meeting rooms, and extensive parking, we can accommodate bookings at very short notice – sometimes even next-day.
Our central booking team makes it easy for clients to find the right space quickly. If one venue is fully booked, another in the Collection can often step in. Because our venues are purpose-built for meetings and training, everything delegates need – from catering to AV support – is already in place. There’s no waiting for bespoke setup or suppliers; companies can simply “plug in and go.”
A new rhythm for meetings
We’ve become a reactive society, and business events are evolving to match. The days of year-long planning cycles are fading; flexibility, responsiveness, and authenticity are what matter now. Companies want to gather people when it feels right – when there’s something meaningful to discuss or celebrate.
And while this shift can feel unpredictable, it’s also energising. It signals a more human, responsive way of working: one that values conversation, connection, and adaptability over rigid schedules. For venues, that means being ready at a moment’s notice. The annual, planned conference is very much alive and well, but sometimes the best meetings are the ones that happen right now.