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If you are planning a meeting for the first time, and need to hire a meeting room, there is a lot to consider. We have created a meeting room hire checklist to help you.
Selecting the right meeting venue, in the right location, and hiring the best meeting room is crucial. The meeting facilities can have a significant impact upon how your attendees feel and this can affect productivity.
This guide is designed for anyone who is organising a meeting for the first time.
Does the meeting room have appropriate sound amplification facilities eg speakers
Will participants be able to hear the person leading the meeting?
Does the meeting venue have car parking available?
Are carparking facilities FREE– if not, what is the charge?
Is the meeting venue easy to find?
Can you get to the meeting venue via public transport?
Is the venue accessible for those with disabilities?
Will someone be on hand to help the person leading the meeting to connect to the projector?
Is there a laptop available or does the presenter need to bring their own?
What connectors are available on the projection screen?
Does the presenter have these connectors available on their laptop?
Are there any blind spots in the meeting room?
Will all participants be able to see the screen without twisting?
Can people sitting at the back of the meeting room see the screen clearly?
Does the room have natural daylight?
Are there black out blinds available to prevent glare on the screens?
Are there black out blinds available to prevent glare on the screens?
Can you control the temperature in the meeting room?
Are there windows that open?
Are there thermostatic valves on the radiators?
Will the room be a comfortable temperature upon arrival?
Have you discussed the room layout with the venue?
Which layout option have you agreed?
Check that all delegates facing the screen?
Can all delegates see the screen?
Is the seating in the meeting room sufficiently comfortable for a full day / half day
Is there enough space on the tables for laptops and meeting notes?
Does the venue have catering facilities?
Can the venue cater for dietary requirements?
Is there free wi-fi available
Will delegates need a password to access the wi-fi
What is the speed and reliability of the wi-fi connection
Is the floor in the meeting room carpeted? (Moving chairs on a hard floor can create a loud disruptive noise)
Are there any fire alarms planned during the day?
What other events are happening in the building on the same day and will they cause any disruption?
Is there a coffee lounge or breakout room available where delegates can stretch their legs at break times?
Does the venue provide photocopying services if needed?
