How to Select, Rent and Prepare a Meeting Space?

A business meeting can always go wrong easily. It’s not just about the topic itself, the participants but the organising course of action, the effort to ensure the interaction among the participants and getting the best from the experience. Before you let those bitter facts give your meeting an moment knockout, take a look at some simple but useful tips below and see how to make it go right:

Such big cities like London have a lot to offer when it comes to hiring a conference room. However, before making your mind up for any particular one, don’t forget to check out some crucial points:

  • Firstly, get your eyes on details and read in between the lines to make sure there will be no hidden charge. Be aware that some meeting rooms, which seem to be too cheap to be true, are truly not cheap at all. You are very likely to be charged additional for few plain white papers, some cups of tea, few more drops of coffee or already a can-not-connect internet connection. The best thing to do is to check out if the rental is inclusive of all facilities or not, which shouldn’t be more than £20/day/participant for most meeting rooms in central London.
  • Secondly, try not to make the venue far away for the participants by choosing somewhere far away from public transport (aim stations, bus stops etc.). It is always good to have a meeting room located near big hubs like Saint Pancras or Euston stop.
  • Finally, you can easily avoid shared embarrassment by ensuring there are no difficulties for the participants to go into the room such as “no lift/ facilities for disabled guest”.

When you have found the meeting room that ticks all the boxes, it’s time to consider how to position the room as its capacity may vary and cause troubles later on.

  • All participants should be able to connect and interact with each other in a business meeting. If it is a conference, audience must be able to get the speech clearly without any interruptions. See, without a clear vision in mind, your meeting can turn out to be a disaster as it might be arranged for any other purposes but not the right one.
  • Most organizers find “boardroom” style layout works best for interactive meeting while a small sized room with no tables and chairs in course of action suits an informal discussion better. A conference meeting can have a classroom layout or u-shaped tables.

And never forget to think ahead at a seating plan. Close participants should always be separated or they will end up talking to each other instead of getting involved in the meeting and interacting with others. Imagine how awkward it is when others find out those close participants are talking about completely irrelevant topics and enjoying them more than the meeting’s topic. You don’t want that to happen, do you? Try mixing up people during the meeting as this will help people from different part of a company, who never happened to talk to each other, now have a chance to meet and exchange new ideas.

As soon as you have ticked all the boxes and chosen the right meeting room, you are sure that your meeting will not go wrong. Best of luck!

Leave a Reply