Meeting rooms don’t have to be dull boxes with a table in the middle. The right facilities within a meeting room can aid the meeting itself and stop it being brought down by a faulty cable.
AV and Display Equipment
Ensure the room has a screen or display large enough for participants to clearly read from and that it supports HDMI ‘switching’ between multiple laptops to be used by participants during the meeting. A room with a single old projector will take up far too much of your precious time.
Reliable Connectivity
Get the meeting room Wi-Fi password in advance and test the connection. A dedicated line that is separate from the building’s Wi-Fi is a must for video calls and presentations to large audiences.
Acoustic Quality and Ventilation
Most people are not aware that poor acoustic quality and a stuffy atmosphere in a meeting room can dramatically affect the amount of energy and concentration is able to be gained from a meeting. There is published government guidance regarding acceptable noise levels, lighting and thermal conditions for the typical workplace environment. Many meeting room suppliers in Gloucester now supply meeting rooms equipped with acoustic panels and good quality fresh air ventilation as standard. See also Meeting Rooms Gloucester.
Writable Surfaces
Whiteboard walls and large flip charts are essential for planning meetings and workshops. Find out in advance if the meeting room has these facilities or it may not be the best meeting room for you to hire.
Refreshment Arrangements
Having water on the table is more important than you might think. Find out in advance if the meeting room provider can supply tea and coffee, as well as lunch if required. It’s also worth finding out if the lunch can be served in the meeting room or if you’ll have to pop out to a local café.
Getting the meeting facilities right before you arrive is more important than the meeting itself.
