Most businesses put little consideration into the type of meeting room they book. This shouldn’t be the case because having an ideal meeting room significantly affects the results you would get from using it.
Simply put, you cannot overemphasize the importance of having an ideal meeting room.
Now, to start with, what exactly is a meeting room? Is it just a four-cornered room where you can lock yourself away from others to have a chit-chat about the progress of your business? Let’s have a look.
What is a meeting room?
A typical dictionary defines the meeting room as a room in a building set aside for the use of people to hold meetings. To put this in context, a meeting room is a room set aside for a set of people to exchange ideas, analyze strategies and discuss plans for the growth of their business. This room is also designed to cut external factors such as distraction and noise pollution.
Many companies have these meetings and conferences at a place other than their usual office location. This is to allow for a fresh aura and sharing of better ideas and cut human distractions.
What makes a good meeting room?
Every business leader wants to ensure their meetings or conference doesn’t end up looking like a waste of time to the attendees, so putting together all the necessary things to make the room perfect for use is essential.
Three main things make a suitable meeting room, they are:
- Ventilation
Who wants to be discussing numbers and strategy and then engage the other hand with fanning themselves? Nobody! When this happens, it can negatively affect your company’s perception. It also does not allow attendees to be in a good state of mind. This prevents them from bringing any valuable ideas on board. A meeting room that does not provide adequate and appropriate ventilation should never be on your list of places to book.
- Noise pollution
Imagine having a serious discussion with your attendees. Right in the middle of this, you hear the noise from the generator house or a street hawker? Alarming right?
When searching for a meeting room or conference room, a place with little or no noise is your best bet for having a smooth and productive meeting.
- Location
A meeting room that is in a central location is always the best idea. Having your attendees commute to a place that is far off or has terrible roads is not permissible, as this would put your attendees in a stressed state of mind that would take a long time before they settle and be ready to meet.
Knowing what makes a good meeting room, let’s dive into essential tips for booking the perfect room.
- Do a thorough check
Doing a thorough inspection might have been a herculean task many years ago, but with search engines such as Google, old things have passed away. Using your smart device, you can thoroughly check the exact type of meeting or conference room you intend to book. You can check their website, read through their testimonials and note what their customers say, and check their gallery to see what features the rooms have. And if it’s a technologically advanced meeting room facility with a virtual tour feature, then get on board and take a virtual tour.
- Check the features
You need a projector for your meeting – Does the meeting room have it? You would need an ample parking space for your attendees- Does the facility provide it? You need a spacious and conducive sitting space for your attendees – Does the meeting space have it? You must have a written list of things you would need for your meeting and ensure the meeting room facility ticks it all. Need to know what features your meeting room should have? Read here.
- Right location
Like we mentioned earlier, having the right area is essential. You cannot have a meeting with most of your attendees coming from location X, and the meeting room is at a far-off location. You must ensure the facility is top notch and in a suitable place.
- Basic furniture
Many people may neglect this tip when checking for the perfect meeting room until their meeting starts, and the attendees start complaining of backaches and having to stand and stretch their bodies now and then, all because the furniture is terrible! Ensure the seats and tables available are comfortable enough for your attendees, especially if it’s going to be a long meeting.
- Extra perks:
Using a facility that can give you additional perks is very important. For example, choose a facility that can help you handle food and drinks while you feel relaxed and enjoy your meetings. Having a facility that offers these extra perks is necessary to look out for when getting your meeting room.
Booking your perfect meeting room is a call or email away; here at the zone, we understand the essential things you need to have a hitch-free meeting. With our fully-equipped meeting rooms that would suit your taste, you don’t have to worry about anything.
Need to achieve your business goals at a meeting, then get it done here at The Zone.
We are ready to work with you. Kindly email us at hello@thezone.ng or call +2348092560860 or +2349030411878.