When booking a meeting room for your event it is not always the case that the room suits the meeting. So before booking the room for your meeting it is best to ask a few questions to ensure that the room booked is suitable for the event.
Check the Layout, Not Just the Capacity
Some meeting rooms for 12 people are set up in a boardroom style, therefore would not be ideal for a workshop or training session. Find out how the rooms are set up and if the furniture can be re-arranged to meet your requirements.
Confirm AV and Connectivity
Check what equipment the meeting room has (such as screen, projector, HDMI ports, video conferencing equipment). Also find out whether you will be using a shared Wi-Fi connection with the rest of the rest of the building or whether it will be dedicated to your meeting room. You don’t want your meeting to grind to a halt because the connection has slowed down!
Understand What Is Included in the Price
Some meeting rooms venues will list a ‘room only’ rate and then charge for things such as catering, parking and the use of equipment and technology. Always ask for a full breakdown of costs before booking a meeting room space. See also Meeting Rooms Worcester.
Consider Access and Transport
People arriving by car or train will be interested to know whether there is parking available on site, or whether it is a very short walk from the nearest car park or Worcester Foregate Street station. Worcester City Council have published a guide to Worcester city centre transport and parking which details all of the transport links, including train times and frequencies, and information on all of the city centre car parks, including distances and walk times to various parts of the city.
Ask About Cancellation Terms
Finally, it’s worth checking how much notice a meeting room provider will require should you need to cancel your meeting or reschedule your meeting and rebook another space. This is particularly important if you are booking a meeting with external attendees, and their schedules are subject to change at short notice.
A little research before booking a meeting room could save you a lot of stress on the day of your meeting.
