Timing is everything in event planning. Whether you’re organising a small company meeting or a 500-person summit, when you book your venue can make or break your event.
In a city like Dublin, where tourism and business often clash for space, being early can save you stress and money. From conference venues to meeting rooms, there is a limited supply of quality venues with a dedicated events team.
Why Timing Matters
The best venues don’t stay available for long. Dublin has a healthy appetite for conferences, corporate events, festivals, and tourism.
If you wait too long, you’ll find yourself limited on location, layout, and even basic equipment. Prices also tend to creep up the closer you get to your target date, especially for sought-after dates in spring and autumn.
Seasonal Peaks in Dublin
Dublin sees a surge in demand during:
- Spring and Summer – Tourism peaks, hotels fill up fast.
- Autumn – Key time for business events, particularly September and October.
- Major Events – Conferences, concerts, and sporting events often overlap. These dates block out rooms across the city.
Booking during these times? You’re better off getting your enquiry in six to twelve months in advance. Conference facilities are sometimes used for other types of events like gala dinners and product launches during peak times.
Typical Lead Times: Corporate vs. Small Events
Larger companies and government departments tend to secure venues 9–12 months ahead. These events often need:
- Multiple breakout rooms
- Additional Meeting Rooms
- On-site accommodation
- Tech support and AV
- Full use of conference centre
In contrast, smaller events (like team-building days or half-day seminars) might book 2–4 months out. But even these short lead times can backfire during busy periods.
Factors That Affect Booking Time
How early you should book depends on a few things:
- Size of your group – The bigger your event, the fewer venues can host you. Certain venues like the Crowne Plaza Dublin Airport can host up to 600 delegates!
- Tech requirements – If you need hybrid setups or live streaming, get in early.
- Accommodation needs – Booking meeting space is one thing; sorting out hotel rooms nearby is another.
- Catering and extras – Venues often lock in suppliers months in advance. Catering solutions depend on lots of things.
A good rule: if you have multiple moving parts, don’t wait.
What If You’re Booking Late?
You still have options. Smaller boutique venues, unusual spaces like galleries or museums, or hotels just outside the city centre can work well.
Also consider shifting your event to a midweek date or out-of-season month. Flexibility can open doors that aren’t available to everyone else. And if you’ve booked late, work with a venue that can give you an all-in-one package to save time.
Ready to Book?
We see this all the time—people start too late, and end up compromising on quality. If you’re thinking about running an event in Dublin next year, the time to act is now.
When you book your conference with Conference Dublin, you’re not walking into one venue, you’re walking into a booking with all of our partners.
Use our contact form to tell us what you’re planning. We’ll help you find a date and space that fits, before someone else grabs it.
