Before booking a meeting room, there are a few things you should check to ensure your day runs smoothly.
Hiring a meeting room takes more than just booking a venue in a certain postcode and on a certain date.
Room Size and Layout
Work out how many people are coming to your meeting and check out the room layout. If the tables and chairs are set out in a boardroom style for 12 people it’s unlikely to be big enough for a workshop style meeting. However most venues will be able to re-arrange the furniture for you, so it’s a good idea to check this out in advance and confirm with the venue.
AV Equipment and Broadband
The fast WiFi promised by the venue needs to be confirmed as the actual speed in Mbps. You also need to confirm if a screen or projector is included and if any additional adapters (such as HDMI) are. Finally, you need to check if there is a back up in place in case the connection fails (for example another WiFi connection or a wired connection). Test this as soon as you arrive at the meeting room to ensure that it is working and that there is no delay in fixing it if it fails just as your first speaker is about to start.
Ventilation and Natural Light
A stuffy room can quickly bring an end to any meeting or presentation and there are strict guidelines laid down by the HSE on thermal comfort in the workplace. So ensure there is proper ventilation and that there are openable windows. Also check that the blinds can be adjusted to prevent too much sunlight entering the room. See also Meeting Room Hire Llandudno.
Catering and Kitchen Access
Check whether any catering can be provided on a ‘turn up and eat’ basis or whether it will need to be pre-booked and whether there is a time frame for which notice needs to be given to order anything from sandwiches to pizza. Find out if there is a kitchen and whether there is a fridge should you wish to bring your own food and sandwiches etc.
Parking and Transport Links
Consider where your attendees are travelling from. If they are coming from outside of Llandudno it is crucial to know how many free parking spaces are available and how close the meeting room is to the train station. If they are arriving by train then how far is a walk from Llandudno station?
Acoustic Privacy
The acoustic privacy within a meeting room space can vary from venue to venue within Llandudno. It is worth asking prior to booking your meeting room space whether your chosen room is adjacent to another hired room and whether there are any issues with noise travelling from the corridors.
A room that meets these simple criteria will allow your meeting to take place effectively.
