Meeting rooms are at the heart of any productive event. While ballrooms and banquet halls are great for networking receptions and cocktail mixers, it's at the meeting room that most of the nitty-gritty education and training goes down.
As such, it's important to make sure your meeting room is optimized for success. Ensure that you, and your meeting attendees, are getting the most out of a meeting by addressing these four often-overlooked meeting room concerns:
• Temperature. A room that's too cold will result in shivering guests in a rush to leave, while one that's too hot will make your attendees uncomfortable or put them to sleep. It's tough to get a just right, Goldilocks temperature that will satisfy everyone, but your own comfort and the comfort of fellow event staff should be a good indication.
When in doubt, err on the side of a slightly cooler room; it will keep guests more alert.
• Number of seats. No matter what type of seating arrangement you choose (classroom, crescent, u-shape, etc.), people tend to gravitate toward the back of the room, leaving the seats up front empty. Aside from not being very appealing to guests who walk in the door, a small a front-of-the-house crowd also gives speakers the impression that there's a lack of interest.
Avoid this problem by keeping some of your seats stacked and adding them to the back area as the front rows fill up. Or, place ropes across the back rows until more seating is necessary.
• Room size. Make sure you book a meeting room well-suited to the number of attendees. You don't want to cram people into a too-small room or make them stand, nor do you want to use a vast space for only 10 or 12 people; this makes an event look unpopular to new arrivals.
Easy-to-use tools such as Cvent's meeting space calculator can help you quickly figure out what size room is necessary per your attendee count, and vice versa.
• Technology. How many times have you arrived to a meeting on time only to spend the first 15 minutes waiting for the event crew to correctly hook up the speaker's microphone or adjust the projector? So frustrating! And not to mention a waste of time for everyone.
Make sure you are familiar with the audio-visual set up of the room in advance of the meeting, and take a few minutes to do a quick AV run-through before the meeting is scheduled to start.