For a large number of companies, planning a conference meeting is a challenge. Where is the best place to start? In this article, we will cover the basics of what you will need to consider when looking to find the perfect venue for your next business conference. Let’s look at the different aspects of conferencing such as seating, lighting and technology and how these come together to make your event a true success!
What is Your Seating Capacity?
Before you do anything at all, you need to know how much space you will need. The amount of space you have available to you is dependent on how many people you expect to attend. Aside from the obvious space requirements at the table, you will also need to consider the following:
– How easy is it to walk behind the chairs?
– How much space is there in between chairs?
– How close is the TV or screen to each attendee?
Each of these questions are something that must be considered if you plan to make your next conference meeting comfortable – for everyone in attendance.
As an example, let’s say that you need a room that can hold up to 240 delegates for your next business conference. The Venue Coordinator/ Conference Manager should be able to supply the correct sized space to hold the amount of people that you have specified. Always bear in mind that there should be enough room for everyone at the table to move freely about in their chair!
For television viewing, it is, of course, important for everyone in the room to see the information that you are presenting as clearly as possible. It is recommended that your TV or screen location is a 30 to 45-degree location from the centre to allow everyone to perfectly view everything presented.
See the Design Features
We briefly looked at seating arrangements and how this gives your guests the ideal view of the TV screen/monitors, but it is also important to look at the size of the screens. Remember that most business meetings involve presentations, so it is important to have the correct size monitor available.
Light is Important
Your meetings should be in an environment that allows people to brainstorm, collaborate and innovate with one another. of course no one can do that in a place that looks more like a dark cave! You have to make sure that the venue that you’re looking at has sufficient lighting! Your average projector will produce some 3500 ANSI lumens of light. That is double for small meeting rooms. For larger meeting rooms, you need a stronger projector with closer to 4000 lumens!
Book A Meeting Room That Works for You
Each of these points is suggestions, but nonetheless, have a direct impact on the success of your next business event! Consider each of these points carefully when deciding on when you pick your next venue! And if you need assistance when booking your next event, give our Conference Manager Mandy a call on 01234 244 500!