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What do booked-but-empty rooms cost you?

A room that is booked and then left empty is unavailable to everyone else. Enter your numbers to estimate the hours lost over a year and what they represent in space costs.

Your numbers

The values already filled in are examples to show how the calculation works, not averages or statistics. Replace them with your own numbers.

On average, from your calendar or spreadsheet.

Your own estimate. No figure yet? For two weeks, walk past booked rooms and note the empty ones.

Used to turn rent into an hourly cost and to express the loss in rooms.

How should we price one room hour?

For example what renting a room outside would cost, or your internal rate.

Result

Room hours lost per week
–
Room hours lost per year
–
Estimated cost per year
–
That’s like having
– room(s) closed all year

How it’s calculated

    What this doesn’t count

    • Time your teams spend looking for a free room.
    • Meetings moved, cut short or held in a corridor for lack of space.
    • Rooms rented outside, or extra square metres taken on because “everything is always booked”.

    How to get a reliable figure

    1. For two weeks, at set times, note which booked rooms are empty.
    2. Compare the number of bookings with the meetings actually held, with a few volunteer teams.
    3. With check-in on arrival, the gap measures itself: every unconfirmed booking is counted.

    Get those hours back with SpotBooker

    SpotBooker asks for a QR code check-in on arrival. Without a check-in, the booking is released automatically and the room can be booked again. Reminders before the start cut down on forgotten bookings, and statistics show how many bookings were not honoured.

    Try SpotBooker for free

    Free for up to 2 resources, then $39/month with 5 resources included. 14-day trial, no credit card.

    Questions

    Where do the default values come from?

    They are just examples so the calculation shows something. They describe neither an average nor your situation: replace them.

    Is my data sent anywhere?

    No. The calculation runs in your browser and nothing is stored.

    Why ask for opening hours?

    To turn a yearly rent into a cost per opening hour, and to express the lost hours as a number of rooms unusable all year.

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