When you are planning to meet with your team or present a proposal to a client, you must do it in the right place. Since not all companies are equipped with a boardroom, you may opt to consider large conference venues UK companies can hire for the day. Although there are a lot of establishments that rent out spaces for business venues, finding one can sometimes be tricky, especially if you have specific standards. If this is your first time to book a conference room here are some tips that can make your job a lot easier.
Look for a room that has an excellent ambience
It is not recommended to bring your clients to any boardroom. Remember that when you are about to present something to them, it is essential to conduct it in a venue where everything looks professional and organized. The tables and chairs should look very business-like, and the room should have the right temperature to keep everyone comfortable. If the meeting will last all day, you should make sure that meals and beverages will be served on time. Some boardroom rental companies offer their clients additional perks, so make sure to ask about this before booking anything.
Make a checklist of the things that you are looking for
You do not want to be caught off guard on the day of the meeting to find out that there a lot of things that are missing at the venue. Before booking the room, make sure to prepare a list of things that you are looking for. The following items are essential during presentations and company meetings.
- Projector
- Screen/monitors
- Speakers
- Microphone
- Laptop
- Whiteboard
- Marker
- Pens
- Notebooks
- Cables
- Extension cord
Check for internet connectivity
There are times when the speaker and the participants will need to access the web for specific files or applications. Having no or poor internet connection will turn off your clients and also affect everyone’s productivity for the day. Make sure to verify if the venue has secure Wi-Fi connectivity before booking the place.
Access for PWDs
There might be an instance where you will have attendees who have mobility issues. Meaning they have to move around using crutches, walkers or wheelchairs. Before booking the venue, make sure that the building has amenities like ramps and elevators to make things easier for them.
Having ample parking is essential
Make sure that the venue has more than enough parking space for all the participants. Some people prefer to drive to the site, which is why the building should be able to accommodate a certain number of cars, especially your clients’ vehicles. Find out how much the parking will cost or if they offer it for free.
Lastly, make sure that the location of the conference room is accessible to both public and private vehicles. Do not give the participants a hard time commuting from their home to the venue. Try looking for a conference room near your office for everyone’s convenience.
