How to set up conference meeting rooms

If your company is having a conference, the first step is to decide whether or not you will be getting outside help to plan and execute it

. Conference organisers can put together a winning conference that will no doubt leave all those in attendance very impressed. On the other hand you may want to be saving money in which case planning it yourself or getting someone in the office to plan it is the only option.

Either way, there are plenty of things to think about when starting out. Venue is the first task to think about. Location is a priority, and knowing who is coming and where they are coming from is key. If people are coming via planes or trains, then easy access to an airport or train station is crucial. If on the other hand, the event is being attended by local people, plenty of car parking is necessary. If the venue doesn't have off street parking, you may want to look elsewhere. If you are wanting to make a particular impression with the conference then the venue chosen must be specific. A company on the cutting edge of technology may choose a modern, minimalist hotel in which to hold the event. A company wishing to signify class and elegance on the other hand may choose something like a banqueting hall or a country hotel with impressive gardens. Thinking about this at the start is very important.

Try to know roughly how many people will be attending the event, as a room that is too large with mean the meeting is not at all intimate and could hamper the flow of communication. Overly small rooms however should be avoided as these make everyone hot and uncomfortable. When booking the room, make sure any extras such as overhead projectors, computers or other technical equipment are organised. Forgetting to do this can cause last minute chaos that makes the day much more stressful than it needs to be.

Catering can be an important aspect of a conference. Is finger food good enough or is a full restaurant meal required? Perhaps attendees should bring their own packed lunch and the venue could just have tea and coffee prepared. Sometimes conferences and corporate events go on for several days. If so then accommodation may be needed. Ideally having rooms on site is the best way to go about this to avoid additional logistical problems. With those attending the conference meeting rooms staying over then additional food and other facilities will need to be considered. Some venues have golf courses nearby or other activities available. When carrying out research, try and visit the venues on the shortlist. It is important to see for yourself the facilities available as web sites or marketing material can be misleading. Also there could be activities being carried out such as road works or maintenance that will make the location noisy and difficult to work in.

Setting up the room well is important. This should ideally be done the day before to avoid any last minute jobs. If there are training aids being used such as projectors or powerpoint presentations then the chairs will need to face the front. If there is any training in small groups being given, then chairs facing each other will be appropriate chairs arranged in a circle. Thinking about the order of events of the day will make arranging the chairs easier.

How to set up conference meeting rooms

By: Kathryn Dawson

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