Organising a corporate meeting requires a lot of planning and preparation. Choosing the right conference venue is step one. Research various venues and finalise your decision only after making sure that it has all the right amenities. Even if only one of these factors is missing, you may risk the success of your corporate meeting.
6 Important Elements Every Conference Room Must Have
1. Proper Seating
There are different seating styles that you can consider based on the type of the conference. For example, you can set up a U-shape or hollow square seating if it is a corporate meeting. If you organize a workshop, then consider a classroom or boardroom-style seating.
The meetings can extend to long hours and uncomfortable seating would make it worse. Make sure the chairs are sturdy and comfortable so that the attendees can sit through the meeting without any issue.
2. Projector and Audio Equipment
Two important conference room facilities include a projector system and a whiteboard. The projection screen allows you to display presentations and the whiteboard lets you jot down important takeaways from the meeting. The latest projectors use video cameras to give a 3D image of the document or image that you want to share. Thanks to this, the participants get a better idea of the content that you present.
Make sure you have a good surround sound system so that every attendee can hear the speakers clearly. Check the audio equipment before the meeting starts.
3. High-Speed Wi-Fi
You may have to connect to the Internet to show the presentation or make video calls with certain team members during the meeting. This is why having a fast and stable Wi-Fi connection is a must.
A high-speed Internet connection allows you and the attendees to surf on the Internet and work alongside during the meeting.
4. Video Conference System
Conference meetings may also require you to make international calls. Apart from a Wi-Fi connection, you must have a video conferencing system to make this happen. Video conferencing technology allows you to talk to team members who are in different countries.
Many companies even prefer video-conferencing instead of traveling to different cities just to attend meetings.
You cannot make the attendees sit in a hot and stuffy room for the entire duration of the meeting, even if it is a short meeting. One of the most essential conference facilities is an air-conditioning system in the meeting room to keep the attendees comfortable.
There should be a backup facility in case there air conditioning failure. The room should be well-ventilated and allow natural light to come in. This will create a positive and bright environment.
6. Trained and Efficient Staff
To plan a corporate event, you need dedicated and efficient staff to support you. Make sure the venue has staff that is adept at handling corporate meetings and conferences. Such employees go beyond their responsibilities to make corporate meetings a success.
You will have to choose a conference banquet hall based on your budget as well. However, make sure you do not compromise on these essential things.
To find a perfect venue for your upcoming conference, check out our website.
Rishi Kamra works with Grand Mercure Vadodara Surya Palace. He has over a decade of experience in the hospitality and event management industry which allows him to create value-driven content for his readers. Travelling and photography are his two passions and in his free time, he enjoys working with the youth of his city by volunteering his time and mentoring young adults.