These key trends below in internal meeting space usage
follows an analysis of more than one million customer internal meeting room
bookings. Capita travel and events analyses customer internal space data to
make appropriate planning recommendations which help optimise organisations’
use of this high cost, under-used internal resource.
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.
Key findings from the analysis include:
- Internal
room bookings are evenly spread across the course of the working week.
This is in contrast to external weekday venue bookings which remain
concentrated on mid-week (Tuesday/Wednesday/Thursday). With an average
external venue price differential of 25/30% for mid week versus lower
priced, low demand Monday and Friday, this highlights the real necessity
for organisations to make full use of internal space - The
average number of delegates is five and average meeting duration is three
hours
Nine per cent of internal meetings booked include food and beverage
(F&B) through internal or external catering providers - In
addition to normal food and beverages, 0.5 per cent of bookings were used
for full private dining events - Unsurprisingly,
boardroom style is most popular room layout for internal meetings at 87
per cent - 88.5 per
cent of bookings into rooms with videoconferencing facilities are solely
for videoconferencing. While this demonstrates that they are being used
effectively, an average of just six per cent of internal space has such
facilities.
Capita
travel and events internal meeting space self-booking tool was first
introduced in 2009 by BSI. Coupled with a strategic meetings management
programme (SMMP) with policy and authorisation controls for external venue
use, it typically delivers 24 per cent reduction in spend per meeting.
Any comments? Email sarah@mashmedia.net
Jim Quintrell, Capita travel and events’ Head of
Account Management for Meetings and Events.
