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05/08/2011
How To Choose A Meeting Room
You’re holding a meeting and have decided the best place for it is in a meeting room at a business centre. So what next? When looking for the right meeting room it’s important to consider the location, the facilities you require and the price you’re willing to pay. This will ensure you find the perfect room to help facilitate your successful business meeting.
Is it a suitable space?
Think about how many people will be attending the meeting and the activities you will be carrying out during the discussion. Is there enough space in the meeting room for everyone to fit comfortably? Will you need to implement group activities or tasks that require people to move about the room? Take the time to consider the infrastructure and equipment available. Many
business centres will have the latest computers and audiovisual facilities available to hire as part of the meeting room package.
Laptops, wireless microphones, DVD players, televisions,
video-conferencing systems and lecterns should be readily available. If you require any of these make sure they can be used in the meeting room you are looking at hiring. Contemplate whether using aids will impact on your overall space; if so consider hiring a bigger meeting area.
Is it convenient?
Convenience is an essential consideration when looking at hiring a dedicated meeting room. While some options may seem more expensive initially, the more convenient they are, the more you could save in the long run.
Examine the list of people attending the meeting. Where will they be coming from and how will they get to the
business centre? The location of the meeting room should be somewhere convenient for everyone to get to. If it’s not close to your business premises, then try to opt for a central location where there are sufficient transport links or parking.
A business centre that is difficult to get to will ultimately end up costing your company more as valuable time, money and resources is lost due to employee work hours becoming consumed by travel.
Does it fit your company’s image?
This is particularly important when you’re meeting with clients or prospective clients. Your company will be judged by how your meeting room looks and the environment that surrounds it. Make sure that the business centre projects the right image for your brand; whether you’re launching a new fashion line or holding a medical conference ensure the room reflects your corporate image.
Different meeting rooms will give distinctive impressions. If you require some changes to be made to the space, don’t be afraid to ask. Many business centres will have the capabilities to adjust rooms. Also consider whether the business centre and its staff fit your company’s professional image. Established centres have fully trained staff that should present an impressive front to your meeting.
What are the additional services that are needed?
Many business centres will offer additional services that can be beneficial to your meeting. These can include WiFi,
video conferencing, catering, photocopying and the use of a break room. Determine whether these services can be obtained as part of a package or if they have to be requested.
What are the costs involved?
One of the greatest things about hiring a dedicated meeting room is that you are only paying for what you need, when you need it. Most business centres have meeting rooms for hire from less than £20 an hour.
Make sure you’re not creating more expense for your business than is necessary. Establish an agenda beforehand to see how much time you think your meeting will take. Allow slightly more time so you don’t get rushed out of the meeting room before you’ve concluded.
Also look at packages the business centre has to offer. It may be more economical to book several meetings at once, or to hire out the space for an entire day rather than a few hours. For instance, some business centres may offer day delegate packages. These are all-inclusive prices (usually charged per person) and include meeting room hire for a day, as well as lunch, tea, coffee and biscuits served throughout the day.
The smallest amount of research could end up saving your company a significant amount of money.