Not all hired rooms are created equal – here’s what you need to check before booking a room for your business meeting.
AV Kit and Connectivity
Make sure the room has a fixed screen or projector and has HDMI ports as well as wireless casting options. Also, find out what the dedicated Wi-Fi password is and what the guaranteed minimum speed of this is. The last thing you want is for the connection to drop just when you are giving your presentation.
Room Size and Layout
Also make sure the room can be set up in a variety of configurations to suit your meeting. A boardroom style is perfect for panel discussions while a cluster of chairs, with or without tables, is ideal for a workshop. Also make sure the room is set up to hold the number of people you actually intend to invite – the minimum number of people allowed in a room for fire reasons is not necessarily the most effective number for your meeting.
Natural Light and Air Quality
Stuffy meeting rooms can very quickly sap energy and bring a close to a productive meeting. Air that flows into a room and is then repeatedly re-circulated can harbour all sorts of nasties – research into how ventilation and indoor air quality affects workplace performance has shown that there is a direct link to improved output in meetings. See also Meeting Rooms Cheltenham.
Catering on Site
Also make sure that there is catering on site (tea, coffee and lunch) so that you are not sent off to find somewhere to eat in the middle of your meeting (as this will run late).
Parking and Transport
Check for parking spaces on site or nearby and how far the meeting room is from the Cheltenham Spa railway station for delegates arriving by train.
Pricing and Hidden Extras
Get a written quote and check for additional charges for things like projector, Wi-Fi, flipchart paper, etc. – it’s not uncommon for these to be charged on top of the headline hire fee.
A little research before booking will save you a lot of stress on the day.
