Although virtual meetings have come a long way, there are still a few drawbacks to conquer. However, there are offices that have completely shifted to online spaces, leaving the office infrastructure behind. These drawbacks and technological issues bother them the most during important meetings and client interactions. This is why many have come up with the genius idea of renting meeting spaces on an hourly basis. You make a booking, go in, have a disturbance-free Meeting Room, and step out. It is much more budget-friendly since you do not have to lease an office on a yearly basis.
- They come with an array of amenities that makes face-to-face interaction.
- Face-to-face interaction also decreases the chances of misinterpretation. Which often people face over virtual meetings.
- You can properly access their emotions and tailor your communication styles and replies accordingly.
- Presentations are no more confined to small screens, and proper orating skills will be back on the market.
Now that we know the advantages of booking a meeting room, let’s get into how you can pick the right meeting room around your locality to ensure all your purposes are fulfilled.
Booking A Meeting Room For Your Conferences – Things You Must Check
Here is how you can book conference room, keeping all the necessities and customization in mind.
1. Know The Equipment You Will Require
First, make a checklist of all the equipment you will require for the meeting. It depends on the kind of meeting you are holding. For example, if your employees are giving a presentation, you will require a projector. A basic equipment checklist that you need to double-check.
- Wifi if there are still some employees who will be joining online.
- A microphone stands or a podium if it is a long conference room, and you would want your voice to reach the very end.
- A Printer, if one needs to share a copy of documents with everyone.
Always remember that there are certain amenities that come along with the rental charge, and then there are some which require additional pay.
2. Size Of Your Meeting Party
The size will determine the room you will be required to book. One would always advise to keep a spare seat for an extra addition. It is indeed a problem if you find someone not having a seat at a conference meeting.
People standing in a conference is a distraction for them as well as the speaker. If you are planning to conduct a meeting in the summer season, ensure you have some temperature regulation control.
Too many people in a room might heat the atmosphere more than regular, and normal AC temperature wouldn’t suffice. If it is an individual Air Conditioner or radiator for each room, then control over temperature is much more accessible.
3. Reputation Of The Meeting Rooms Owner
Call your other fellow business associates and ask for some first-hand reviews regarding the meeting room you are picking. Remember, it is not the meeting room you are renting, but also the staff for the hour. Ensure they are cordial and jump to assist you in case of any problem.
These are some of the information you must gather before you go ahead and rent the room:
- How many conferences have they hosted yet?
- Have there ever been any serious complaints made against the provider?
- What are the different online forums they present, and the positive reviews they have?
- Do they have an online reputation?
However, when you go to rent a meeting room, also remember that you will be representing your company. Therefore, unnecessary rudeness to the staff present or damaging the meeting room properties will only give you a bad reputation.
If you are having issues handling any equipment within the room, it is always better to call for the floor staff present rather than trying to figure it out on your own.
4. The Point Of Contact
If you have to pick and choose a meeting room, you also need to collaborate with the in-house staff. Most importantly, you need a point of contact with whom you converse regularly. For example, if you have to know the availability, add any new equipment, complain about any malfunctioning equipment, and if there is any cancellation.
If you want to pick a good conference room for your meetings, you can always judge their credibility through their point of contact. The way they address you and your employees, how communicative they are, and how they deal with any difficult situation.
5. Location Of The Meeting Room
The reason behind calling for a physical face-to-face conference is easy, but you also have to keep in mind the location of the meeting room. The location of a meeting room is vital as it impacts accessibility, productivity, and impression.
Proximity to participants reduces travel time and costs. A quiet and well-equipped room enhances concentration and effective communication. A central or prestigious location can reflect the importance of the meeting.
Adequate facilities and technology ensure seamless presentations and collaborations. Additionally, a suitable location positively influences attendees’ perception of the event’s significance and the host’s professionalism, contributing to a successful outcome.
When you go above and beyond to bring the best to your employees, it also helps in building loyalty. If you choose a good meeting room within a desired location, they will be more interested in joining each time.
6. Maintenance & Cleanliness
It is not just about an employee dealing with OCD and being unable to concentrate with specs of dirt everywhere. You would want a clean, maintained environment to ensure you do not catch any disease.
Especially when too many people are booking and using these rooms, ensuring their cleanliness after each session is imperative. Therefore, before booking a meeting room, here are some things which you should check into.
- Regular cleaning.
- Weekly deep cleaning.
- Regular sanitization.
- Pest control.
- Checking air quality.
One of the benefits of booking a meeting room over having an office on lease is you do not have to worry or pay extra for regular cleaning. The hourly rent is all they will be charging you.
How You Should Find A Good One!
Here is a guide to finding a good meeting room in your locality. Some last-minute checklist you should mark.
- Capability is how much they can accommodate.
- The layout of the rooms, can everyone see the presentation clearly or interact with the speaker from the set layout.
- Do they have strong wifi to accommodate everyone, especially if you are connecting with someone internationally?
- Availability of refreshments, caffeinated beverages, and food during break time.
- Privacy during the meetings and privacy of the documents you are sharing over their presentation screen.
- Cost and budget they are offering. What is the equipment which comes along the room?
- Cancellation and Refund Policy.Clear policies for cancellations or changes. Refund policies in case of unforeseen circumstances.
- Customization and Branding, the ability to customize the space for your branding and event theme.
Remember, the specific needs of your meeting will dictate which items on the checklist are priorities. Thoroughly assessing each aspect ensures a successful and productive meeting experience in a suitable environment.