About Conference Room Spaces
Conference rooms are designed to provide a comfortable and professional setting for business functions, meeting spaces, and other gatherings. They are typically outfitted with a large, open area suitable for accommodating multiple people and technologies, including seating, tables, audio-visual equipment, projectors, etc. The versatility of meeting and conference rooms allows event organizers to customize the space to the needs of the guests.
The availability of technology in a professional conference or meeting room benefits businesses, with most providing access to a high-speed internet connection with secure wi fi, printers, scanners, and audio/visual equipment. Most of these establishments also feature natural lighting, thanks to their abundance of wall-to-floor windows or glass walls, contributing to a better ambiance for business workshops or networking sessions.
Most of these rooms also feature comfortable seating arrangements to promote engagement among participants in the meeting room and provide comfort during long meetings or presentations. Whiteboards or flip charts help facilitate brainstorming activities among groups or team-building exercises.
The Best Events for Conference Room Spaces
- Corporate Meetings
A conference room is ideal for hosting corporate events such as board meetings, staff retreats, and training sessions. It provides an organized and professional gathering space with adequate seating and a large table for all attendees. Adequate lighting and air conditioning also offer a comfortable environment for participants. Audiovisual equipment such as a projector screen or audio system makes presentations or discussions more engaging.
- Educational Workshops
Booking rooms in advance also helps. Conference rooms are also ideal for classes, workshops, or seminars for a question and answer round. As meeting rooms, they provide an orderly environment conducive to learning that can be tailored to meet specific needs depending on the size and shape of the room you rent. With the help of the support team, various activities within the space, such as group work and hands-on demonstrations, can be organized.
- Team Building Activities
For team-building activities such as icebreakers or problem-solving games, conference rooms offer an excellent setting where groups can unite without distraction or interruption from outside factors. When looking at potential venues, ensure enough furniture and space is available so people can move around, greet each other, walk around, connect, and engage in activities comfortably.
- Interviews and Assessment Tests
Conference rooms with additional meeting room booking are ideal for interviews, meeting rooms, or administering assessment tests. The neutral environment offers privacy and helps create a comfortable and professional atmosphere so the candidate can focus on the task without distractions. Also, having access to all the available resources, such as audiovisual equipment, office supplies, printers, tea, coffee, catering, and whiteboards, can help make the entire process smoother and more efficient.
What to Look for in Conference Room Spaces
- Layout
When booking in advance, check the layout of the meeting room. By now, you should know how many people are attending and if the location is accessible for them. The design determines the overall flow and productivity of the function to ensure everything runs smoothly. Consider how many guests need to be present at once, what type of seating is available (tables/chairs/etc.), and how much of the meeting room is available for comfortable movement within the space or equipment. Contact the person responsible for coordinating the delivery of food, tea, and coffee stations or a catering area. Also, check if additional features, like projectors, audio/visual equipment, or live streaming facilities, are required to enhance the experience during a presentation or meeting.
- Accessibility & Convenience
Consider whether the conference or meeting room is easily accessible for guests by public transportation or car. Is parking available? Are there nearby restaurants or other amenities? Is there unlimited coffee and AV equipment with connectivity to a secure wi fi for attendees and IT professionals? If hosting an overnight function or over multiple days, ensure there are accommodation options nearby for guests who need them.
- Technology & Amenities
If required, go for conference and meeting rooms with up-to-date technology, such as reliable Wi-Fi access, screens or projectors, sound systems with mics and speakers, and video conferencing capabilities. If these amenities are not included, contact the person responsible or arrange to source them from equipment rental companies specializing in meeting supplies.
- Additional Services & Support
When looking at different conference and meeting rooms, knowing what kind of services and support the facility's staff offers for your event is essential. Will they strategically place the company logo, or must you? Before booking, inquire about technical assistance, office supplies, or setup services that may be provided at the venue. Also, ask about the support staff available to lend a hand so everything runs smoothly or troubleshoots different elements during the function or meeting.
How to Make Conference Room Events Better
- Space Utilization
Make good use of the available meeting room to enhance your business efficiency. Once your booking is made, consider where to place chairs, tables, and other equipment and furniture to maximize the room for activities or seating. Your decor or furniture should not be the main focus; it should be appropriate and maintain a professional atmosphere. While hosting a meeting on weekends, ensure you check the cost of the site and whether it is available per hour or day, depending on the wait times or demand.
- Incorporate Team-Building Activities
When holding a function or meeting in a conference room, it's important to schedule breaks after long periods of sitting. Team-building activities encourage interpersonal bonding and collaboration between participants and clients. This includes having teams complete puzzles together or participating in role-playing games that require critical and creative thinking among participants.
- Provide Comfortable Seating
Seating arrangements should be designed to ensure everyone has enough room and comfort while participating in activities or discussions within conference rooms. Make sure that chairs are placed with plenty of room between them, allowing easy movement across the floor when necessary. Additionally, provide comfortable cushions for longer sessions within the conference room and adjustable table heights if needed for writing or working on projects collaboratively.
- Plan Ahead
Create an agenda for all the rooms by determining what topics need to be discussed and have tasks delegated before starting a meeting so that all essential points are covered without anyone feeling rushed through their comments or opinions. It may be beneficial to designate someone to facilitate the sessions and keep conversations on track, especially if tackling multiple rooms simultaneously. The assigned facilitator can also hold all the teams accountable via chat when following through on tasks during the meeting.
- Encourage Engagement Through Technology
Technology allows all rooms to simultaneously engage and connect on multiple levels via interactive platforms such as video conferencing services or live streaming capabilities. These technologies can enhance meetings, presentations, or lectures by allowing everyone to simultaneously see and hear the same information, regardless of location.