10 Tips to choosing the perfect meeting room venue

Choosing a meeting room venue could be the difference between success and failure A strong venue will provide a great first impression and support your efforts to make the meeting a success - it could mean closing an important deal. There are many options to consider when choosing the perfect meeting venue - here are 10 simple tips to help you choose a venue that will leave your guests impressed.

1. How accessible is your chosen meeting room venue?

You don’t want your guests to struggle to get to your venue and arrive late or stressed. If your guests are arriving by car is there ample free parking at the venue? If they are travelling on public transport how close is the nearest train or tube station, tram or bus stop and are they served by a taxi rank if they are alighting more than 10 minutes walk away?

2. Choose a venue that employs staff that are dedicated to hosting you and your meeting

The best meetings run smoothly and although your preparation may be first class, your surroundings will be unfamiliar. Access to a dedicated member of staff who understands the quirks of your meeting room, can introduce you to the technology to ensure your meeting will be comfortable and understands your agenda will avoid stress and headaches on the day.

3. Does your venue have a choice of meeting rooms?

If your meeting room has a solitary board room that is being offered for your meeting, think what would happen if at the last minute you were called and told that the room is unavailable. What alternative room could you get at such short notice at the same venue? Or if you are in your meeting and you realise that you need another room to accommodate an unforeseen requirement? Would your venue be able to accommodate you. Think very carefully when your options are limited and make sure that there is flexibility to accommodate any last minute changes.

4. Make sure your venue offers value for money

Consider your budget and does this cover the hire of your meeting room as well as any equipment you may need for your meeting? Check what is included in the hire rate carefully and ensure that your “extras” don’t take you over budget. Some venues will charge for water on the table so don’t assume that your hire rate includes everything you may need for your meeting.

5. Is the venue able to offer any on-site facilities to complement your meeting?

A meeting venue that has additional facilities, such as a café, restaurant or leisure facilities will give you extra options around your meeting and be more affordable particularly if you need to accommodate longer meetings that could last a couple of days or have a meeting outcome that requires encourages teamwork.

6. Pick a creative, inspiring space

Meetings that require interaction and problem solving benefit from a creative, inspiring space. Consider how inviting the room is and what technology is included in your package that can support the meeting to support creativity and out of the box thinking.

7. Can you change the space for your meeting?

You might find the perfect meeting room but the layout isn’t right for your meeting. You may be holding a training session but the layout is in a boardroom style and you need to pair your delegates off or make smaller groups to work through a problem. Can the venue accommodate different layouts in your chosen room and will the space still work for you?

8. Consider location and service

Convenience is a big consideration especially if your meeting will run over 2 or 3 days. How far is the venue from hotels, restaurants etc. You need to take into consideration that your guests will be away from home and to make your meeting more memorable you may need to add some fun activities to provide a memorable experience. Consider what activities can be hosted on-site and what is nearby.

9. Does your chosen venue reflect your corporate branding?

The meeting you are organising may be the first time your guest comes into contact with your company. Consider your chosen venue and whether or not this is a positive reflection of your corporate brand. First impressions count and even though this is not your office your guests will consider that it is a reflection of your company’s office and culture.

10. How flexible is the venue to accommodate your storage, set up and take down requirements?

It may be necessary to send some items ahead of your meeting. Will the venue store these ahead of your meeting? Will they help you to responsibly dispose of any unwanted items? Will they help you set up your meeting – many hands make light work! A meeting venue that goes the extra mile will be hoping that you keep them in mind the next time you want to book a meeting. When it comes to service it’s not just keeping you happy with hot drinks and cakes, but how they look after you before and after your meeting.

Meetings come in all shapes and sizes and so too do meeting room venues. If you need help, contact one of our experienced meeting hosts at neomeet.uk to discuss how neospace can help you with your next meeting room in Aberdeen.