When you’re planning a corporate event, it’s important to find the right meeting room. The venue is key to any successful event and will be one of your biggest expenses. Once you have decided on your budget, location, style, and size of the meeting room, it is time to visit the hotel or venue and check out their available options. Here are some tips for finding your perfect meeting room:
Purpose of the Meeting Room
The purpose of the meeting room is to facilitate your corporate event. Before considering any other factors, take a moment to identify what type of meetings you'll be holding in this space. Will it be a large group team brainstorming session? Or maybe it's more appropriate for smaller one-on-one meetings or interviews. Do you need space for guest speakers to present their work on stage? Will your guests have access to technology like projectors and laptop computers? Depending on the answers to these questions, your needs will vary.
Whether your next event will be held in an 8'x10′ conference room or a full ballroom at a 5-star hotel depends on what type of meeting space best suits your needs.
Location and Accessibility
When choosing your location, make sure it is convenient for all attendees. It should be easy to find and accessible by public transportation, car, bike or foot.
It’s also important to remember that if some of your attendees will have special needs. Make sure your space is wheelchair accessible and includes an ADA compliant bathroom.
Size and Capacity of the Meeting Room
The size and capacity of your meeting room is important to the success of your corporate event. The size of the room should be suitable for the number of people who will attend, and you should be able to find a room with enough seats to accommodate them all.
The capacity of a meeting room refers to how many people can comfortably fit in it at one time. This number varies depending on factors like whether there are tables in use, if chairs are facing inward or outward, if there is standing room available and how much space people need between them when they're seated at round tables versus rectangular ones.
Meeting Room Style
The style of your meeting room should reflect the image you’re trying to convey. If you want people to feel comfortable, then go with a nice leather chair and some comfy couches. Maybe even throw in some plants or flowers for that added flair. If you want them to feel like they’re in a boardroom, then go with the typical rectangular table and chairs look. As long as it looks professional and clean, then that should do the trick!
The feeling of the room is also important when deciding how you want your guests to feel around each other at meetings or events. Is it supposed to be serious? Fun? Excited? You need a place where everyone can sit together, talk face-to-face, interact with one another (not just through phones), but still keep their personal space so no one feels crowded out by others around them—especially if there are multiple conversations between different groups going on at once throughout
Amenities and Features of the Meeting Room and Hotel
When choosing a meeting room, you'll want to take into account the following amenities and features:
Parking and valet. Do guests need to pay for parking before entering the hotel? Are there valet services available?
Internet connection. How fast is the wifi in the meeting room, and what kind of bandwidth does it have (i.e., can everyone in the room send emails at once)?
Audio visual equipment. Does your group live stream its conferences, lecture series or other events? If so, make sure each seat has an electrical outlet that can accommodate laptops with large power adapters. Do you need VGA connectivity or HDMI ports on every table? Most hotels will have some sort of AV equipment available; just ask when booking your meeting space to make sure it's compatible with what you're planning to use.
F&B (Food & Beverages) Serving Possibilities
Beverages and snacks are one of the simplest ways to enhance your meeting, but it's important to consider whether or not they should be served in the meeting room. If you have a large event or would like for people to get some movement in their legs during their break, then it may be best to have food and drinks available outside of the space. But if you're hosting a smaller group that will be sitting down most of the time (or if they don't mind eating while doing so), having them inside is an option as well. For example, if you do choose this route: make sure that any beverages being served are cold enough!
Food & Beverage Service: It's important that food and beverage service is timely—both with regard to timing (are people getting hungry?) and temperature (do they want something hot?). If possible, it's ideal if servers can check in periodically before bringing out another round of refreshments so they can gauge when guests might need more water or coffee refills without interrupting too much conversation at once.
Ability to run Entertainment Activities in the Meeting Room
The ability to run entertainment activities in the meeting room is an important factor that should be taken into account. If you are planning on running a team building activity, or if any of your guests have special requirements, e.g., those who are hard of hearing or visually impaired, it’s essential to find a space that can accommodate these needs.
Make sure the meeting room can handle your audio/visual needs for the required ambiance
Before booking a meeting room, make sure it can handle your audio/visual needs. If you plan to have a presentation, check whether the room has a projector and accompanying screen. If there's going to be a lot of discussion or brainstorming, test out whether there's enough space for everyone in the conference area and whether the seating arrangement allows for easy communication between attendees.
If you need whiteboards during your meeting (or any other type of board), see if they're available at the site. Some venues may even provide projectors with scrolling capabilities so that you can create your own visuals right at the venue itself!
Also make sure that all necessary equipment can be set up in advance without interfering with other activities taking place at the same time or after yours—otherwise, things might get messy very quickly! Your agenda should include what kind of AV setup will be needed: microphones? Wi-Fi access points? Video cameras? Other technology?
Schedule an on-site visit
To book a meeting room for your next corporate event, you'll want to schedule an on-site visit. This will allow you to evaluate the room with your team and get a feel for its vibe.
Once you're at the venue, ask about its history and current events. Is it new? Has it been renovated recently? If so, by whom? What kind of corporate events does it host most often—and what is its catering like? Try not to go in with any preconceived ideas; sometimes, venues can be surprisingly versatile based on their past use cases and clientele preferences.
Consider your Budget
When you're booking a meeting room, it's easy to get carried away with all of the details. Before you know it, your event is starting at $1000 per person and you still don't have any food or beverages figured out.
But before you start panicking about how much money your event will cost, keep in mind that there are plenty of ways to cut costs—especially if your event doesn't need an extravagant setting or set-up. Here are some tips for keeping expenses down while still creating an unforgettable experience:
Think outside the box. You may be tempted by a fancy ballroom with chandeliers and elegant accents, but there are plenty of other options out there too! If you're looking for something simple yet effective (and more affordable), consider renting space from a coworking space instead; many offer meeting rooms for rent that can be used for small gatherings without breaking the bank.
Find out if there are any additional or hidden fees
Find out if there are any additional or hidden fees. Some companies will charge for cleaning the room after your event, for example, so make sure you know about all of these costs.
Do a walkthrough of the space before you rent it, again paying close attention to how big it is and whether it has enough space for your team to work comfortably. This can also help you figure out what equipment you’ll need to bring with you (e.g., extra tables and chairs).
We hope that we have helped make the process of finding the perfect meeting room for your corporate event a little easier. Now you can be confident in knowing that you’ve made the right choice. So what are you waiting for? Get started on your search today!
As handleforme, we are ready to provide the best options for any corporate event by providing the best services for your needs. For requests based on your needs, please get in touch with us for the details!