When hiring external meeting spaces assistants should treat the task as they would a small event. There are many factors that will make the meeting a success. Assistants must ensure they hire a meeting space that contributes to the success of the meeting. Here are some top tips for booking space for your Executive meetings.
- If you can, visit the space prior to the meeting so that you are aware of the room’s layout and location within the venue.
- The seats have to be comfortable, especially if the attendees are in the meeting all day.
- Check for any visibility issues. Can everyone see each other and the screen?
- Natural daylight is important, but it doesn’t necessarily have to be in the meeting room. Lunch, for instance, could be served outside or regular breaks outside of the main meeting space could be scheduled if the room does not have natural daylight.
- Do attendees need a table? If not, this will create a lot of extra space. Also a different layout might work better if you want a more creative atmosphere.
- Do attendees need to stick things to the meeting room walls? If so, check with the venue first – they can be quite protective over their walls!
- Think about the overall layout of the room – how will it best serve the objectives of the meeting?
- Who is attending the meeting? If it is for a board meeting or client meeting the room should be a good quality and worth spending a little more money on.
- Is the venue easy to locate? Ensure you send all of the attendees the contact details for the venue just to be on the safe side.
- What technology is provided by the venue? If a screen and projector are required, make sure this is set up and ready to go before the meeting starts.
- Will the attendees need to use stationery, such as flip charts. Check that the venue has a good supply.
- Is the furniture flexible? Can attendees move the seats and tables around if need be?
- Are the other meeting rooms in use throughout the day? If catering is situated outside the meeting room, this could become quite noisy.
- Is WiFi available for attendees? Does this come at an additional cost?
- Does the venue have to provide catering or is it possible for your attendees to go to a restaurant near to the venue? It might be nice for them to have a break.
- Remind the venue to refresh tea and coffee if the meeting is taking place all day.
- There are meeting rooms in a lot of unusual places so do shop around. Don’t just stick with traditional hotels and venues.
- Signage is important for small meetings. The last thing you want is your attendees wondering around the venue trying to find your room. If you are attending the meeting take a colleague along to help attendees make their way to the room. If you are not attending make sure the attendees know where they are going, and there is appropriate signage in the venue.
- Find out if there is technology support at the venue for attendees. If you are not in attendance pass the contact details of this person on to the chairman of the event in case anything goes wrong on the day.
- If you are not attending the meeting, make sure the venue is fully briefed on the schedule. You are trusting them to look after your colleagues and also your reputation.
Looking for something different for your next external meeting?
ITA* offers a bespoke and free of charge booking service for over 40 of the most exclusive events settings the capital has to offer.
We are linked to these amazing venues by our caterers, Ampersand and Chester Boyd, who provide fabulous tailor-made food to match the prestige of the spaces in which they operate.
From corporate clients to brides and grooms, from event agents to PAs – whoever you are, whatever you need, we’ve got a venue to suit you. To enquire about hiring the ITA* venues, please email William Smith from ITA.