Checkout 10 Essentials Conference Rooms Facilities for Organizing a Corporate Meeting.
Planning a conference might not seem so much of challenging if you have all the subsequent amenities to support it. You might be over with the tiring task of corporate event planning and venue selection, but the planning process does not end here. There are lots of details that are to be taken care of. As the requirements of a conference room are a bit different from other parties. A good conference hall is in a sense of many provisions that customers look for. To make sure that you have selected the perfect hall, see the list of requirements given below.
All these facilities very important, but before taking into account any venue make sure that:
- The venue is large enough to control the coming crowd of your conference. Your guests cannot be suffocated within a small meeting room. Just look around for the layout and discuss hall capacity with the venue manager.
- It should be able to provide you with supple seating arrangements. Maybe the pre-settled structure of classroom-style is not what you require. Thus, discuss its flexibility before confirming.
- It should be a quiet place. A brawl of sounds will create disturbance in your meeting. Also, you won’t be able to communicate well if a continuous loud sound is penetrating your meeting room.
- No need to look for beautiful backdrops while you are planning for the conference room. Just keep a look over the technical installations that are necessary for your event.
- SmartBoard/ Projection Screen:
While selecting a venue for the conference, ensure that the room is installed with a whiteboard and projection screen that has a multi-touch feature, mouse-hover functionality, can be used by multiple users at a time.
This would bring out more communication during a meeting, and the members could work out flexibly. What more? Moreover, it could be connected with a printer to print a hand-out of the session to the participants in real-time.
1. Wi-Fi
The Wi-Fi with high-speed connection and bandwidth is the major requirement in this era, it will allow multiple users to work alongside during the meeting.
Members can browse the net and surf for important things on the internet with the Wi-Fi facilities provided by them.
2. Audio Equipment
To organize smooth conduct of your meeting, you need to be able to communicate precisely with your attendees, thus sound speaker system, microphone etc are basic equipment while organizing a conference.
Furthermore, if yours is a conference of 100 people, then a good audio system is required to reach out to each member. Just have a thorough checking of the equipment before starting your session.
3. Seating Arrangement
Different types of seating arrangement can be prepared as per the members of your meeting. Whether you want a Boardroom seating, U-shape setup, Boardroom style seating, Hollow Square or a classroom-style arrangement, it all depends on the type of conference it is.
Hence, as one of the exclusive ideas of corporate event choose a chair-table seating plan according to the nature of the meeting. Say a simple meet and greet can happen with a U-shaped arrangement but a classroom-style would be better if organizing a workshop. Decide and plan the type seating layout with the venue manager.
1. Video Conferencing System
It may be possible that you are compelled to make some international calls. Thus, a video conference is due in such situations wherein you have to communicate with the person online. This type of communication is mostly preferred by companies who want to cut down the travel cost.
Make a connection where you could have full access to the internet in the time your conference is going in full flow. This will give you great flexibility during the meeting session. Ensure that such arrangement is available within the venue.
2. Digital Projectors
Projectors have seen an update since their progress and these days rather than using the traditional Fresnel lens to project the image on your laptop or desktop, it uses video cameras to give a 3D image of the documents or image making it easier for the members to learn about the matter.
1. Accessible Location
While selecting out the venue for the conference, be assured that its location is easily accessible from the railway station or airport, as some of your members could be from outstation. Considering their convenience in mind, choose a venue that is easily reachable, recognizable and has accommodation facilities if the needed.
2. Fully Air-conditioned
You cannot make your employees or members sweat over during the session! This would turn into some poor meeting. Check that the venue or meeting room that you have chosen is properly air-conditioned. Also, the venue should have a supply backup facility in case of any trouble. If possible choose a room that is well-lit as well as well-ventilated. That would create a bright atmosphere even if it turns out to be a gloomy session.
3. Tea Room/Common Room
It’s practically not possible to attend a meeting for 6 hours at a length. So, during venue selection, it becomes important for you to check whether they have a nearby break room where the members can relax and enjoy a brief tea time among themselves. This type of refreshment is a requirement while choosing a venue. Your members will appreciate your efforts towards their comfort.
4. Staff
Proper and fast staff is always required while you are hosting a conference. The basic provisions of your members will be taken care of by the staff members at the venue. Prefer the one who is experienced in handling such type of events.
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