What do you look for in a meeting room?
It depends on what kind of meeting you’re having doesn’t it? If you just need a room for a quick discussion with a colleague or coworker, then most spaces with chairs and a table to lay your papers on will probably be fine. But, if you’re bringing clients in or hosting meetings and conferences for people who are renting your meeting room, then there are a few things you should really consider – and not all of them are to do with the room.
Here’s our quick take on five essential elements for your bookable meeting room.
Make your meeting room the right size
How many times have you seen a tiny conference room with far too many chairs stuffed into it? What about a table that’s too small or too big. What about a room with no windows or natural light?
Your meeting room should have a maximum capacity, and you should make sure that maximum capacity can be accommodated comfortably. Delegates should be able to sit around a common table – round or oval tables always work really well – without coming into physical contact with one another and with space to have their own papers and laptops open on the table in front of them.
If people are entering or leaving the meeting, the room should have enough space behind and around the table and chairs, that those moving around can pass without other delegates having to move their chairs.
Control the temperature
Another common mistake is not getting the room at the right temperature. Having six or eight people in a room will quickly drive up the temperature of the space, so getting a room warm isn’t always a problem. Keeping it at a comfortable temperature can be a challenge though. Leaving the room door open to provide ventilation isn’t a great solution – meetings are often conducted in private for a reason. Think about air conditioning, either installed or portable. If that’s not an option, make sure the room has a window that can be opened to let some of the hot air out. We’ve all been to meetings that generate a lot of hot air, haven’t we?!
Make sure the meeting room video works
There’s nothing more infuriating that arriving at a meeting room to make an important pitch and finding that you can’t get the AV equipment to talk to your laptop. You’ve spent hours on a presentation to make your pitch go well and the projector or flat-screen monitor just will not work the way it should.
If your meeting room has a projector or a video screen, make sure it’s always in good working order. Test it regularly with a variety of different devices. Put clear written instructions in the room so that anyone can operate the equipment successfully. Keep a spare set of connecting cables and converters on hand so that most device video connections can be supported easily.
Lay on some refreshments
Listening to some people in meetings can drive you to drink, but that’s not what we mean. Talking is thirsty work, and gathering in a warm room means that most people in the meeting will want to get some refreshments if it’s a long meeting. Lay on some bottled water and glasses, so delegates can wet their whistles and keep going.
If you’re feeling really hospitable, send in tea and coffee, or lay on some form of vending machine that will allow delegates to grab a coffee at a moment that suits them.
It’s amazing how often you get invited to a meeting and the organiser tells you that the parking isn’t great. If you’re in an out-of-town location, make sure you allow space for delegates to park. If you’re in a town or city it isn’t always so easy. Think about where your visitors may be coming from and try to figure out whether parking is an issue for the delegates that use your facilities. If parking can be an issue, try and strike a deal with another company or organisation nearby who might have parking spaces. Maybe it’s a friendly car park owner or a hotel. See if you can make a deal that will allow your delegates to park for less money – at least it shows you’ve tried.
If you need a meeting room for an hour or for a day, take a look at the great selection of meeting rooms for hire that we have available.