Are you considering hiring a meeting room for your next client or team meeting? Do you know what to look for in a meeting room? You’ll need more than just four walls, a table and chairs.
You’ll need to look for a setup that offers the functionality you need, along with services and equipment for the meeting. We’ve put together a list of essentials to look for when it’s time to hire a meeting room.
1). Enough floor space: the room should be large enough to comfortably accommodate the people and furnishings needed for the meeting. In fact, you might consider renting a slightly larger room just to be on the safe side.
2). Windows: studies have shown that natural light is the best when working in an office. The same applies when it comes to meeting rooms. Windows should be large and let in quite a bit of light. And it would be a nice touch if the windows could open, allowing fresh air into the room during the meeting. While natural light is a plus, if you plan on giving a presenting or using video conferencing, then make sure the windows include blinds or curtains. They’ll also help to cool the room if the sun’s too hot in warmer months.
3). High ceiling: you may wonder why it’s important to check out a meeting room’s ceiling. The reason is because low ceilings can make people feel claustrophobic and closed in. That’s not a pleasant feeling, especially if there are several people in the meeting. Low ceilings can also cause lighting problems, and make the room seem darker and smaller than it is. High ceilings make the room feel larger and not so crowded, making everyone feel more comfortable.
4). Central heating: there’s nothing worse than sitting through a meeting when the room’s too cold during the colder months of the year. When people get too cold, they not only become uncomfortable, but they also tend to become sleepy. A meeting in a cold room won’t be very productive. On the other hand, a meeting in a room that’s set at a comfortable temperature can help everyone feel more comfortable and awake.
5). Air conditioning: in the summer months, when it can become very warm inside, renting a meeting room that has air conditioning will keep everyone cool and comfortable. Again, you don’t want to have it too cold, but just cool enough to keep everyone awake and taking an active part in the meeting. One more note—make sure the room includes climate controls, so you can adjust the temperature as noted.
6). Open-plan: a room with an open-plan offers many benefits, including everyone being able to see one another. Plus, no one will be able to hide behind pillars or large plants. Everyone will feel more comfortable with open space, rather than a room with a weird shape, such as an L-shaped room, which cuts people off from one another, etc.
7). Connectivity: a meeting room should make it easy for people to connect to WiFi, Ethernet or fixed-line Internet access. The reason is due to all the various devices people will bring to the meeting. And remember to make sure you have the network name and the password before the meeting, so you’re ready to give the information out to everyone as they arrive.
8). Power sockets: ensure that the meeting room you rent has an ample number of power sockets to accommodate everyone coming to the meeting. They’ll have numerous devices with them, including smartphones, laptops, etc. If they run out of power, then everyone will quickly be able to plug in and keep their device going. Make sure the sockets are equally distributed around the room to ensure everyone has easy access.
9). Presentation facilities: your meeting room should be equipped with the devices needed to run presentations, such as slide shows, videos and more. Whiteboards and projecting equipment should also be available, depending on your presentation needs.
10). Light colored walls: walls that are white or another light color are the best options for a meeting room. Dark walls can make the room feel smaller and depressing. However, light walls help attendees feel energized. You’ll be sure to have a productive meeting with light or white walls in your meeting room.
11). Housekeeping services: make sure the meeting room you choose is clean and tidy. Before renting the room, give it a good going over, not only checking for the points we’ve already covered, but look at how clean or dirty the room is. Look for signs of dust, debris and dirt on the floor, etc. If the facility has a good housekeeping service, the room will be clean, fresh and tidy. This is the type of environment needed for a productive meeting.
12). Catering services: if you’ll have an all-day meeting, or one that lasts several hours, you might want to choose a meeting facility that also offers catering services. Refreshments can be served mid-morning and mid-afternoon. Some meeting room facilities even offer a catered meal, if needed.
13). Break area: look for a meeting facility that offers an attractive, comfortable break area, especially if your meeting lasts several hours. Short breaks give people a chance to clear their minds, move around and visit with others. It’s also a great time to check emails and make phone calls. When everyone comes back to the meeting, they’ll feel refreshed and ready to get back to work.
14). Comfortable chairs: while these may not be the first consideration when choosing the right meeting room, chairs can make all the difference to a meeting. Uncomfortable chairs will keep everyone on edge, while comfortable seating will keep them more comfortable and engaged. You’ll have a more productive meeting if the chairs are comfortable.
15). Business services: this is another great essential to make sure your meeting room includes. Many facilities include services such as access to printers, mailing & shipping, and more.
Choose a meeting room that offers these points, and you’re sure to have a productive meeting. Attendees will have everything they need to stay comfortable, energized and engaged, making your meeting a success.