Record the complete period
A room is often occupied before doors open. Ask about setup, technical work, cleaning and deliveries. Record these periods explicitly so an empty calendar slot is not mistaken for an available space.
Discuss overlaps
Do not check only identical start times. A late breakdown can obstruct the next setup. Agree who decides how to resolve an overlap and how both teams will be informed.
Match capacity to use
Seating, technical equipment and escape routes affect usable capacity. Use the figures approved by your organisation for the specific space and event. A general capacity number does not replace that agreement.
Keep changes traceable
When a date changes, check neighbouring bookings again. Inform affected teams and update the related documents. State which information now applies instead of sending another message without a clear decision.
Plan each handover
Agree who hands over the space, which equipment remains and which work must be completed first. A short task list can help with recurring activities, but still check it for each event.