How to book a training venue for a whole year of courses

If you run the same course several times a year, booking each date separately costs time and leaves you exposed to price rises and full venues. Block booking a year of dates in one go gives you rate security and one less job every month. Here's how to do it well.

Why block book?

Rate security. Agree one rate for the year rather than facing a new price every time.
Venue security. Your dates are held before other bookers take them.
Consistency. The same room, layout and catering for every cohort, so trainers and delegates know what to expect.
Less admin. One negotiation and one point of contact instead of a fresh search for every course.

Step 1: Get your course pattern together

Venues can give you a much better answer when they see the full picture. Before you ask, pull together:

Dates or a pattern, such as "first Tuesday of every month" or a list of specific dates.
Course length: half day, one day, or multi-day.
Delegates per course, plus your typical minimum and maximum.
Layout. Classroom and U-shape suit most training; boardroom works for small groups.
Catering: with lunch, or the no lunch rate.
Accommodation, if trainers or delegates travel and need to stay the night before.
Budget per head, so venues only come back with options that fit.

Step 2: Decide on your locations

If you train in more than one city, keep the specification the same everywhere: the same layout, catering and AV. That way delegates get the same experience in Bristol as in Manchester, and you can compare rates like for like.

Step 3: Ask venues the right questions

Is the rate fixed for all dates in the block?
Can individual dates be moved or released, how much notice is needed, and is there a charge?
What happens if numbers drop on a particular course? Ask about minimum numbers and reductions.
Will you get the same room each time? If not, ask what the alternatives are.
What AV is included, and is there hybrid kit if some delegates join online?
Are breakout rooms available for group exercises?
Accommodation rates for the nights before each course, if needed.

Step 4: Get it in writing

Once you've chosen, make sure the venue's contract lists every date, the agreed rate, the release terms for individual dates and the cancellation terms. A clear contract up front saves disputes later in the year.

How SimpleMeet can help

Training companies can send one block booking request through SimpleMeet with all their course dates, locations, numbers and requirements. We come back with availability and rates from suitable venues, including accommodation and multiple cities where needed. It's free for organisers, and you contract with the venue directly.