International Meetings Organisers

All companies and businesses will at some stage have to hire meeting rooms. There could be a number of reasons for this including interviews, staff conferences, or even training seminars. Whatever the reason, this article will provide you with all the information that you need to know to hire meeting rooms.

Where Can You Hire Meeting Rooms?

Most hotels nowadays have separate conference and meeting rooms that companies can hire. These meeting rooms can be used for boardroom meetings, conferences, training facilities, and even interviews. There are also companies that specialise in finding meeting rooms for companies. Whatever route you choose to hire meeting rooms, there are a number of things that you will need to consider.

Things To Consider Before Hiring A Meeting Room

The first thing you need to determine before you even start to look for a meeting room for hire is the purpose for which the venue will be hired. Will your room be used to hold two person interviews; do you need a large convention centre equipped to give presentations; are you having an intimate company meeting; are you meeting prospective clients, or are you holding training seminars. Having this information at hand will make hiring your meeting room a lot easier.

When you choose to hire meeting rooms, you need to ensure that the room you choose is suitable for all your needs. A well air-conditioned room will mean that people will be comfortable for the duration of the meeting. You should also ensure that the room comes fully equipped with the latest in technology, so if presentations are to be carried out, they can be done so with ease. You don't want to have to bring your equipment with you. Video conferencing is another popular mode of technology that is now being used frequently to hold meetings with clients that are overseas.

If you are the organier chosen to hire convention rooms for congress purposes, it might be advisable to ensure that all the equipment needed will be placed in the room prior to your arrival. There are a number of meeting rooms that now use smartboard systems specifically designed for training purposes.

Another thing to consider when you are chosen to hire meeting rooms is whether or not catering facilities are available. Catering facilities can vary, so be sure to check this out. You may just need refreshments such as tea and coffee, but if it is a long summit that your employees are attending, it might be advisable to check and see if a buffet lunch can be arranged.

When you are preparing everything you need to hire meeting rooms, you will also need to check how big the room is and how the seating can be arranged. Will you need seating for 60 people, 20 people, or just a handful? These numbers are important and should be decided beforehand. You should also enquire on how the meeting room is hired. Can you hire the room for just a half-day, a full day, or just a couple of hours? Another question that you should raise is the cancellation policy. If you hire meeting rooms on a regular basis, you will probably already be familiar with this, but it is worth checking if you are booking a new venue.

Hire Meeting Rooms - What Facilities Should You Look For

When you hire meeting rooms, there are a number of facilities that you should look for depending on your needs. Some of the most common items are: slide and overhead projectors, flip charts, screens, an LCD projector, and a TV/Video/DVD player. Some other items that may be useful when you hire meeting rooms include Internet access, induction loops, and WIFI access.

A number of companies that hire meeting rooms have packages available, so it is wise to check these out also before making any final decision.

The seating arrangement of your meeting room will be very important, and you will need to bear this in mind. If you are having a professional boardroom meeting for around 12 people, then a round table is probably the best for this type of setting.

For a larger conference type meeting for 20 to 40 people, an oval or u-shaped table seating arrangement will work well.

For interviews, a small table and chairs will be perfect, but try to ensure that the room is comfortable and not too small as to feel stuffy.

If you are looking to hire meeting rooms for the purpose of holding training seminars, then you will need to ensure that the room is bright and airy. A spacious room is also a necessity. The seating in the room you choose to hire should be comfortable and versatile. You need to remember that your employees will be in this room in a seated position for most of the day and comfort is a must.

As you can see, there is a lot to take into consideration before you hire meeting rooms, but once you have your preparation work done, finding a room shouldn't be a problem.