How Far in Advance Should You Book Meeting Rooms in London?

July 12, 2023

You might want to book a meeting room in London for many reasons. Perhaps you operate your company remotely and do not have an office. Maybe you are a small business and want to impress clients with the city landscape. If you have never done this before, you will have some questions.

For example, many people want to know how far in advance you should book a meeting room. Should this be done months in advance? Are you able to show up at the London location on the same day? Here is a guide that will get you better acquainted with the process.

Make it First on the Agenda

It is recommended that you make the accommodation for the meeting the first thing on the agenda. To word this differently, you should ensure you have a venue first. This allows everybody to know the meeting place and for it to be private for correspondence. Therefore, as soon as you know you are going to have a meeting, you want to arrange the venue.

You have to remember that London is a bustling city. Many businesses operate here and meeting rooms book up faster than in other cities. Thus, you have to be quick and book the meeting room you need as far in advance as possible. This ensures you have an impressive venue that suits your needs. For example, when you are quick, you can book the coolest meeting rooms in London with a view. We are talking about the rooms from W1 Virtual Office. There are a variety of choices, with comfortable seating, air conditioning and even up to 65-inch ultra-HD television options.

Thankfully, booking a meeting room is pretty easy. Most providers allow you to do this online. You can look at their online calendar and select a date for the meeting. Then you can select a time that is going to suit your schedule. Again, the more notice you give, the better options you are going to have. It always pays to be the first in there and then you can relax. You know you have booked the location and you can start to work on the meeting itself. You can also inform everybody that is coming to London so they can arrange their plans.

What Happens When You Book at the Last Minute

Sometimes, you cannot predict when you will need a meeting room. But, mostly, you will know when a meeting is going to take place. After all, you have to advise the people you are corresponding with. Here is what can happen if you wait until the last minute to book.

You Do Not Get a Meeting Room

If you choose a busy location, you might not get a meeting room at all. Other companies have booked up the space and this means that there are none left for you. This can be disappointing and especially when you have an appointment arranged with clients or other correspondents. You will need to find an alternative location and advise them, which can appear unprofessional.

The Specific Room You Want is Unavailable

Often, companies will provide you with different meeting rooms. Some can be bigger than others, while there are rooms with more technology. Unfortunately, if you do not book the one you want in advance, you may not get the specific meeting room you want. This can affect the flow of your meeting and how productive it is. You might not be able to accommodate all of your guests too.

No Good Times Left

Since you have given everybody else plenty of time to book the meeting room, they will take up the best times. We are talking about in the morning and during ordinary working hours. Indeed, they have the freedom to select a time that suits them the best. Unfortunately, this means you can be left with times nobody wants. This might not suit when you had your meeting scheduled.

You Have to Pay More

Sometimes, meeting room providers give special offers if you book in advance. Of course, you want to take advantage of this to ensure you keep your expenses down. It can save you money, which every business wants to do. What’s more, some providers will charge you more for booking last minute. Therefore, if you have the meeting planned in advance, you can easily avoid this. You have to be organised and book as far in advance as you can.


I believe in making the impossible possible because there’s no fun in giving up. Travel, design, fashion and current trends in the field of industrial construction are topics that I enjoy writing about.

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