Meeting Rooms – How to Choose and Book the Right Option
Last week, we told you how to run an efficient meeting but, before you can put our tips to good use, you need to find a location for your meeting. If you work in an environment where meeting rooms are readily available in-house, there shouldn’t be too much of an issue but, for those of us who rely on external meeting rooms, choosing a suitable venue can be somewhat of a minefield. How do you know you’ve found the right venue?
If you’ve ever searched for a meeting room in London, you’ll know that there are many options available. While it’s great to have a choice, too many options can make your decision difficult. The following steps will make it easier to select a suitable short list of meeting rooms:
- Don’t assume that the “cheapest” option is actually the cheapest. While the basic rate may seem lower than the alternatives, extras can soon add up. When comparing prices, make sure to check if items such as pens, paper, refreshments, internet connection, flip charts and other necessities are included in the price.
- How easily will delegates be able to reach the venue? It may seem ideal for you if it is only three Tube stops from your home or office, but will delegates travelling into London find it a trek? Consider access from mainline train stations as well as the Tube. If you are expecting delegates from other parts of the UK to attend the meeting, try to find a location near one of the big intercity stations.
- Public transport is not the only access requirement you will need to consider. When researching potential venues, be sure to consider the needs of your delegates. Are there wheelchair ramps and lift access in place?
Those three criteria should have whittled your list of potential venues down – now you need to focus on the room. You know that the buildings left on your list are easy to get to and accessible for all of your delegates; next, make sure that they have a suitable room.
When choosing a room, bear the following points in mind:
- Structure of the meeting. Will your meeting involve one speaker addressing an audience or do you want the delegates to be able to participate?
- A boardroom-style venue works best for interactive meetings.
- If you are planning an informal meeting, consider a room without tables and with a circular chair layout. Avoid unnecessary formality.
- For a conference, opt for a u-shaped or classroom-style room.
- Consider your seating plan which is particularly important for meetings where delegates already know each other, as seating friends close to each other can lead to distractions. You don’t want your delegates to chat to each other, rather than listening to you! Try to encourage people to mingle (if it is that kind of event) by seating people with others from a different background or department.
We hope this blog has helped your confidence in choosing the ideal meeting venue. If you would like more information, or assistance with finding your ideal meeting room, please do not hesitate to get in touch. We are always more than happy to help.
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