You’ve been chosen (saddled) with the responsibility of choosing a meeting venue for your company’s next meeting. Whether is your first assignment or you’re an old hand at finding the best venue, we’re help to help you.
We’ve put together a list of considerations on how to choose the best meeting venue. In fact, you can take this list and use it as a checklist, especially if you’re a first timer. It can act has a guide to ensure you don’t leave any important details out.
The first thing to do in finding the best meeting room is to determine the budget you’ll have to work with. While a meeting isn’t nearly as expensive as a conference, there are still costs to factor in and consider.
So, calculate your budget and then commit to staying on budget. During the search for the best meeting room, you’ll come across a couple that may seem like the ultimate choices. However, they may also come with a larger price tag. Going with a more expensive choice can break your budget, so make it a goal to stay on budget. Doing so may help you find a venue that even offers all-inclusive rent for a great meeting room.
And remember to figure out the number of people who will be attending the meeting. You’ll need this information in order to find a meeting room that’s the right size.
Next, it’s crucial to find a meeting room that’s easy to get to, even for those who are coming from the airport. So, search for a meeting room that’s in a centralised location. This may be in the heart of the city’s business district, for instance. These are usually areas that are well-connected when it comes to access to public transportation and motorways.
Capacity and Layout
Here, it’s important to focus on those meeting rooms that can accommodate the number of attendees you expect. Look for meeting rooms that are flexible, with furniture and tech that can be arranged to fit your meeting requirements. This means you’ll want a meeting room that is more than just a long table with a bunch of chairs around it.
And don’t forget the comfort of your guests. Nothing is worse that being crowded around a conference table. Especially when everyone has several devices, bags, and more. The goal is to have a room that’s large enough to accommodate your guests, but not too large. A large room is uncomfortable and can even feel as if people are missing from the meeting. On the other hand, a room that’s too small is just cramped. Look for a meeting room that has space enough for everyone to be comfortable, and that has space to allow for people to get up and stretch/walk around during the meeting.
The meeting room’s environment and ambience are also important aspects to consider. For example, if you’re a corporate organisation, you may prefer to have a more traditional meeting room. On the other hand, you may want something more relaxed if you’re a freelancer or a small business.
A meeting room should also have plenty natural light, as well as being a creative, beautifully designed place. Furniture should be comfortable, even for a more traditional meeting room. The environment needs to be airy, energised, and feel like it’s a good fit for your business.
Do you have guests who are coming from out of down for the meeting? Then you may want to consider accommodation for them. Here, an accommodation that’s closer to the meeting venue is often the best choice. This makes it much easier for your out-of-town guests to find their hotel after the meeting’s over.
Will your meeting go on for several hours? Then you should consider searching for a meeting room venue that offers catering services. There’s nothing worse than everyone at the meeting becoming tired, irritable, or to lose focus due to hunger and thirst.
Some venues may offer catering services as a requested service, while others include it in the rent for the room. You may be able to choose from a buffet or a sit-down meal, with refreshments served in between.
This way, everyone can stay focused and energised, which makes for a more successful meeting.
Access to Technology
Another necessity for the meeting will be access to technology. Look for a meeting room that offers strong, secure, and reliable WiFi or wired connectivity, along with other devices. For instance, you may require a plasma screen, telephony services, and more.
And remember to check that a meeting room includes plenty of power sockets, for all the power-hungry devices your guests will need.
Staff are another essential that’s sometimes overlooked when seeking out the best meeting room. Why would your venue need to offer staff support? There are many reasons.
For one thing, staff can receive and welcome your guests as they arrive. In addition, the staff can walk your guests through to the meeting room, so they don’t get lost (if the building is large).
Staff can also prepare the room before your meeting. This means they can arrange the furniture and tech, then run tests to ensuring everything’s working as it should. Nothing is worse than walking into a meeting room that’s not prepared. Plus, you won’t need to worry about getting this done. Instead, you can focus on other aspects of the meeting arrangements.
Staff can also offer support during the meeting. If something goes wrong with the tech, for instance, they can be on hand to get it fixed quickly. That way your meeting can proceed without a long disruption.
In the end, the venue staff can also clean up the meeting room. You can go out with your guests, knowing everything will be put in order and cleaned.
Staff services are sometimes included in the cost of renting the meeting room. Be sure to check, as this can vary from venue to venue.
These are the tips you can use to find the best meeting room for your company’s next meeting. Be sure to focus on those venues that are in your price-range and can easily, comfortably accommodate your guests. What’s more, look for venues that offer all-inclusive rental. You’ll save money and usually end up with access to great perks, too!