What should meeting room hire include?

When you’re hosting a meeting or training event away from your office, there’s no point in hiring anything other than a first-rate venue.

Many event planners today choose to rent a meeting room to ensure a professional atmosphere, with the relevant facilities.

The venue can make or break your meeting and there are certain things that planners expect as standard – for example, suitable tables and chairs, WiFi and enough plug sockets. In addition, most organisers are willing to pay extra for different perks that go above and beyond the regular facilities.

Before you consider the furniture and extras, a meeting room should be an appropriate size for your event. Check the floor space and capacity, as you don’t want attendees to feel cramped. Take into account the number of chairs you’ll need and possibly tables, if this is part of your floor plan. Rent a larger room if you’re in any doubt.

Some event organisers prefer meeting rooms with a high ceiling, as they believe a low ceiling can make the room feel claustrophobic, particularly if there are a lot of delegates. The higher the ceiling, the lighter the room appears, making it feel more spacious.

Also ensure that the meeting room is in a location which is easily accessible, not only in terms of being close to parking facilities or a public transport network, but also within the building itself. No-one wants to be walking down endless corridors feeling lost. Also, disabled access should be standard.

When your meeting is taking place in the summer, sitting in a hot room means delegates will be distracted by the temperature. Check whether the room has air conditioning, so you can have a continuous flow of cool, fresh air throughout the meeting.

Similarly, if your event is in autumn or winter, a centrally-heated venue is preferable, so that nobody feels chilly. Any extremes of temperature can distract attendees from the business in hand.

Check how many power sockets there are because if everyone has a mobile device that they need to use during the meeting, they should have access to a power supply. The sockets should be distributed evenly around the room.

There must also be a way of ensuring everyone can get online. The most popular and convenient means is WiFi, although some venues will use ethernet cables. When WiFi broadband is on offer, the user name and password should be readily available, so that logging on is straightforward.

Presentation equipment
Meeting rooms often have various equipment to enable slideshows, PowerPoint displays, or other presentations. This can include whiteboards, screens and projector equipment. It should be easy to set up any visual aids with a minimum of hassle.

Various packages are available so that organisers can book an inclusive deal, with extra perks to make life easier. These can include flip charts, stationery, pens, personal computers, wall-mounted TVs, projectors and a selection of other useful items on request.

When you book a training room or meeting space, a good-quality venue will include tea, coffee, biscuits and water, so that event organisers know exactly what they’re paying for. This is vastly preferable to getting a shock when the price is bumped up at the end because of the snacks and beverages.

The policy at &Meetings is that if something is in the hired meeting room, the party can use it at no extra charge. We will also look to provide you with extra equipment if you need it. For further information about our reasonable meeting rooms for hire, call us on 0800 073 0499, or use our handy online form.

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