When it comes to selecting the right conference rooms for your business or organization, you want something more than just a long table with a set of chairs. You want meeting rooms that will enhance what you and your partners are gathering together to accomplish. Your room needs to be spacious, comfortable, easy to access and able to accommodate whatever presentations, group dynamics and creative endeavors you expect to undertake. As you review the office space rooms available to you and your company, keep in mind your needs as well as your budget.
1. Start with logistical considerations: You need to have enough room in your conference rooms to fit every person who is going to attend your meeting, workshop, seminar or event. Find out what kind of space will be provided, and then think outside the box a little bit. Figure out how you can maximize the space you are provided. Instead of one long conference table, maybe three or four smaller tables will work. Maybe you’ll want to do away with tables altogether and stick with chairs only. Once you have a headcount of how many people you will need to fit into the meeting rooms, you can narrow your search. Always leave a little extra space. If a room accommodates 25 people for example, make sure you’ll only have about 20. This will leave you extra room for equipment, bags, food and any other necessities.
2. Comfort: Comfort is important too. Check out the room’s climate. Make sure you will be able to adjust the temperature in the conference rooms in case your group gets hot or cold. Ensure you can bring food and drinks into the workspace. Bring a few colleagues with you to test out the comfort level of various rooms. Windows always help, especially if there is a nice view, and you might want to ensure you are not in a high traffic area which might cause distractions. Make sure the chairs are comfortable, especially if everyone will be there for extended periods.
3. The availability of Technology is very important: You will need meeting rooms that allow you to set up whatever computers and audio visual equipment that are necessary for your meeting. Wireless internet access is almost always necessary in today’s digital world. If you are planning to have meeting participants join you virtually, you will need to have all the necessary video conference equipment in your conference rooms. Some offices will come with everything you need already installed, and others will require you to bring your own equipment. Remember this when you are comparing prices and rates.
Finding the right meeting rooms for you and your colleagues, clients or partners is essential in a successful business enterprise. Take your time in visiting and assessing all of your options, and in addition to considering your budget, make sure you also take note of the size, comfort and technological set up of each space you visit. Remember to ask for anything that isn’t automatically provided. Certain services might be available even if they are not apparent initially.