When you’re facing a pitch or big presentation, designate a conference room or empty office as your war room. That way you’ll have a central, familiar place to gather. You can leave research materials out, and leave work up on the walls. As your deadline gets closer, meet every day in this room at the same time. It’s one less hassle for someone. Nobody has to book a room and a time every day or find a time that’s convenient. The meeting goes on, in the war room, come what may. Every day.
A war room not only makes gathering convenient for your group, it helps focus their efforts. It gets your group in sync. Every team needs a club house.