Booking a meeting room is anything but easy – you must do your research in order to find the most suitable room for the conference, you have to see if it has all the facilities and features you need and so on. You must take care of all details if you want the conference to go smoothly. There are several things you need to pay attention to when it comes to meeting room booking, and here you will find detailed information about them:
1. What Facilities Will You Need?
First and foremost, you need to determine the facilities that are absolutely indispensable for the meeting room. Will you need proper equipment for video conference? Also, the room must include essentials such as markers, flipcharts, whiteboards, telephones with speaker function and an LCD projector and screen. Do not forget about the catering services and a photocopier, in case you have to multiply documents. In addition, make sure that there is a technical staff available to help you with the equipment.
2. Find the Best Location
Another important aspect that must be taken into account is the location. Booking a meeting room is not the same with renting it in the long run, this is why it is highly recommended to focus on conference rooms located in central areas. Despite the fact that they might be slightly pricey, it is important to make a good first impression and book a room in an accessible area.
3. Check the Overall Aspect
The perfect meeting room must be bright, large and airy and they must be able to host up to 100 people, if needed. Moreover, pay attention to furnishing: are the chairs comfortable enough for a seminar? Is there proper equipment for team building?
Also, another essential aspect is the breakout room where the participants can serve coffee or eat during breaks. The breakout rooms can also be used for interviews or one-to-one coaching sessions. One thing is for sure: the meeting room must be spacious and it must rely mainly on natural light, since artificial light can be very bothersome at a certain point – especially during lengthy conferences.
4. Book the Meeting Room in Advance
This is an aspect of utmost importance – you must book the conference room in advance. It would be ideal to book it a week prior to the event. This way, you avoid unpleasant situations and you have enough time to adjust the room to meet the needs of the participants.
5. Take Care of the Last Details
After you have booked the room, the last thing you need to do is to take care of the small details: refreshments, catering services, additional assistance and such. The company that deals with the meeting room booking should be able to provide the participants with everything they need before and during the conference.