Booking a meeting room seems so simple these days until you arrive to find that the Wi-Fi has not worked in the room and that there are only 12 chairs for 20 people attending the meeting. Hopefully the following will help you to avoid some of these problems.
Check Capacity Against Actual Numbers
The capacity of a meeting room is always quoted at maximum capacity with no extra space. If a room holds twenty people then when booking it is best to assume it will hold twelve people comfortably. Always remember to count the actual number of people attending your meeting and then add a couple of extra chairs just in case.
Test the AV and Connectivity
Dedicated Wi-Fi or shared connection? In busy office spaces, shared connections can drop in speed dramatically during busy hours. It’s also worth asking whether a screen, projector, whiteboard or video conferencing equipment is supplied as part of the hire, and if there is any additional charge for use.
Consider Light and Noise
A room with lots of natural light is great for creative work. However, if you need to use screens then a very light room could be a problem. Ask where the windows are and if there are any blinds. Also check if the room is next to a noisy area such as a busy corridor or a kitchen. This could be a problem if you are holding a client meeting.
Look Into Catering and Break-Out Space
When choosing a Meeting Room Chester venue it’s worth asking whether catering is available and if there is a minimum spend. Many Meeting Rooms Chester venues also have a separate break-out area which can be used for informal conversation and/or lunch. Some venues offer Meeting Rooms Chester packages that include refreshments in the overall price for the room hire.
Confirm Parking and Transport Links
Also, think about how your delegates are going to get to the meeting. In Chester city centre there is limited parking available. So it would be wise to check whether the meeting rooms have their own car park or if they can tell you where the nearest car park is. Also, if your delegates are travelling by train then it would be wise to check how close the meeting rooms are to Chester station.
Review Cancellation Terms
But a change of plan may incur a charge, so check how much notice the provider needs to cancel a meeting and whether any refund is due. Also check whether there’s a minimum charge for any booking.
If your meeting falls within the remit of the Equality Act, it is worthwhile to look at the government’s guide to accessible meeting rooms to check that you have met the requirements when booking a room.
By checking a few basic features, you can ensure that your meeting runs smoothly without any unexpected problems.
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