Looking for a spacious and professional-looking conference room for client meetings, but don’t know where to begin? We’ve got you covered.
Here’s a short guide explaining how you can find the perfect conference room that fosters creativity, expression, and productivity:
Define Your Needs and the Meeting’s Purpose
First things first, know why you need a conference room. Is it for an annual board meeting? Or a team event? Maybe you want to record a podcast or a webinar. The possibilities are endless, which is why narrowing down on the purpose of booking is important.
You should also consider any additional technical support you might need. Having your goals narrowed down will fast-track the process of finding a conference room.
Consider the Conference Room’s Location
This is a deal breaker. A conference room should be easily accessible to both team members and clients, as well as out-of-town visitors. Check the meeting room’s proximity to public transportation, restaurants, and hotels.
The venue should also be accessible to people with disabilities and must provide any necessary accommodations. Moreover, make sure the conference room has ample parking space.
Consider Space and Layout
A cramped meeting room can lower productivity and make it difficult for attendees to focus. Ensure the conference room has sufficient space to accommodate attendees, with ample room for walking, networking, and equipment.
Next, consider the layout. A conference room with large windows will allow natural light to enter, offering a plethora of benefits. This includes:
- Increased energy levels
- Enhanced cognitive functions like focus and creativity
- Reduced eye strain and fatigue
Many people book conference rooms for recording webinars or podcasts. Having a spacious and well-lit room can make the experience more productive.
Assess Technology and Amenities
When booking a meeting room, make sure it offers the necessary tech support. We’re talking high-speed Wi-Fi, large screens, projectors, and quality sound systems.
You can also check for built-in cameras, microphones, and video conferencing tools to loop in remote workers or international clients.
Check Customer Reviews
Not all conference rooms are the same, and customer reviews tell the difference. Check the website or third-party review platforms to read feedback left by previous attendees. Assess their insights about the venue’s service quality and reliability.
Look for reviews that mention a specific aspect of the conference room, such as technological support, parking convenience, or on-site support. Some proactive research will save you from wasting money.
Evaluate the Pricing Structure
Make sure the features of the conference room justify the cost. Do on-site visits and get quotes from different venues. Compare them and watch out for hidden fees.
Meeting venues realize that every meeting has different needs, which is why they offer multiple booking options. You can choose between one-hour, half-day, or full-day booking options. You can also ask for some flexibility in the hours, just in case the meeting runs for longer than expected.
Evaluating the pricing structure can save you from any unfortunate surprises later on.
