Need a meeting space that works? Here’s how to find it:
- Location and Accessibility: Choose a venue near business hubs, with parking, public transit, and accessibility features.
- Services and Amenities: Look for WiFi, ergonomic seating, dining options, and clean restrooms.
- Technology Setup: Ensure A/V equipment, high-speed internet, and tech support are available.
- Room Layout Options: Pick a layout that fits your meeting type – conference, classroom, or theater.
- Budget Considerations: Request an itemized cost breakdown to avoid hidden fees.
- Comfort and Support: Prioritize temperature control, good acoustics, and attendee accessibility.
Start with these steps to secure a meeting space that keeps everyone focused and productive.
The Perfect Meeting Room Setup: 8 Essential Tips
Step 1: Pick the Right Location
The venue you choose can make or break your meeting. A well-thought-out location boosts attendance and keeps participants engaged.
Distance to Key Areas
Convenience plays a big role in getting people to attend. Here’s what to keep in mind:
- Close to Business Hubs: Pick a venue near major business districts. For instance, Aloft Trophy Club Westlake on Highway 114 is a great choice for its proximity to corporate centers.
- Reasonable Travel Time: Aim for venues within a 15–30 minute drive for local attendees.
- Easy Airport Access: For out-of-town guests, choose locations near airports to save them time and money.
Transportation options around the venue are just as important as the location itself.
Parking and Transport Access
To ensure a smooth experience for attendees, think about transportation logistics:
- On-site Parking: Make sure there’s enough parking for everyone.
- Public Transit: Look for venues near bus stops, train stations, or shuttle services.
- Ride-share Friendly: Check if there are designated areas for Uber and Lyft pickups and drop-offs.
"Location, location, location! still holds true. If the location is not convenient, participation and attendance will likely be low." – Convene
Accessibility Standards
An accessible venue ensures all participants feel welcome and included. Here’s what to consider:
- Physical Access: Look for wheelchair-accessible entrances, wide aisles, clear pathways, and accessible restrooms.
- Communication Support:
- Assistive listening systems
- Space for sign language interpreters
- Clear sightlines for everyone
- Good acoustics for clear audio
- Emergency Readiness: Confirm multiple accessible exits, visible and audible alerts, clear evacuation plans, and trained staff ready for emergencies.
Choosing the right location is about more than just geography – it’s about creating a seamless experience for every attendee.
Step 2: Check Available Services
Look into the venue’s services to ensure it supports a productive and comfortable meeting environment. Pay attention to both essential features and any extra perks that can elevate the experience.
Must-Have Features
Key amenities every meeting space should provide:
- High-speed WiFi for smooth presentations and virtual participation
- Ergonomic seating that can be rearranged to suit your needs
- Water stations to keep attendees hydrated
- Temperature controls for individual comfort
Extra Services
Aloft Trophy Club Westlake offers additional amenities to make meetings more enjoyable:
- W XYZ® Lounge for casual discussions and networking
- On-site dining for convenient meal options
- Fitness center for attendees who want to stay active
- Outdoor pool area for refreshing breaks
- Complimentary coffee/tea station to keep energy levels up
Basic Facilities
Don’t overlook these essential basics for smooth operations:
- Clean, well-maintained restrooms
- Secure storage for equipment and personal items
Step 3: Review Tech Setup
Modern meetings depend on reliable technology to run smoothly and avoid interruptions.
A/V Equipment Essentials
Make sure the venue provides the following:
- Projectors or LCD screens
- A sound system with speakers and mixers
- Wireless microphones (handheld, lapel, or podium)
- Adjustable lighting controls
- Podiums equipped with presentation controls
After checking the venue’s setup, ensure your remote connectivity is ready to handle hybrid meetings effectively.
Tools for Remote Meetings
For seamless remote participation, you’ll need:
- High-speed internet (at least 100 Mbps symmetrical connection)
- Dedicated bandwidth for uninterrupted access
- Backup internet connections
- Video conferencing equipment
- Strong network security protocols
For livestreaming and virtual participation, a hard-wired internet connection is a must.
Even the best equipment won’t help without proper support. Make sure power and technical assistance are covered too.
Power and Tech Support
Double-check that power access and tech help are in place:
- Power Accessibility
- Multiple outlets throughout the venue
- Surge-protected power strips
- Charging stations for mobile devices
- Technical Support
- On-site IT staff for troubleshooting
- Pre-event testing and backup equipment available
- Accessibility Features
- On-screen captioning for presentations
- Audio systems for enhanced sound clarity
- Clear viewing angles for all displays
These steps ensure your meeting tech is ready for anything.
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Step 4: Plan Room Setup
The way you set up a meeting room can make or break its effectiveness. A well-thought-out layout ensures participants stay engaged and the meeting runs smoothly.
Room Layouts
Here’s a quick comparison of common room layouts:
| Layout Style | Space per Person | Best For | Benefits |
|---|---|---|---|
| Conference Table | 30-40 sq ft | Board meetings, Small groups | Encourages eye contact and equal participation |
| Hollow Square | 35-40 sq ft | Team discussions, Workshops | Easy interaction and visibility |
| Classroom | 14-18 sq ft | Training sessions, Presentations | Space for note-taking and clear sightlines |
| Theater | 6-8 sq ft | Large presentations, Keynotes | Maximizes capacity and focuses on the presenter |
| Reception | 9 sq ft | Networking events, Mixed format | Allows flexible movement and socializing |
Once you choose a layout, make sure it can be adjusted if the meeting’s needs change.
Room Division Options
Look for venues that offer:
- Modular furniture to rearrange the space easily.
- Movable partitions for quick room adjustments.
- Breakout areas for small group sessions.
- Flexible seating to switch layouts as needed.
"Designed correctly, meeting rooms offer numerous benefits to hybrid employees. They can be a space for quiet heads-down coworking or brainstorming sessions. They can connect teams and cross-functional collaborators in seconds no matter where they are." – The Robin Team
Space Calculator
Here’s a simple guide to calculate space needs:
- Standing Events: 6 square feet per person
- Mixed Format: 8 square feet per person
- Reception Style: 9 square feet per person (with a dance floor)
Other tips to keep in mind:
- Only measure usable space.
- Add a 10-15% buffer for equipment, presentation areas, and movement.
- Don’t forget space for refreshment tables and registration areas.
Step 5: Review Costs
Take a close look at the full cost structure to avoid unexpected charges and ensure you’re getting the most for your money.
Price Breakdown
Meeting space costs generally include a base rental fee, but additional charges often apply for services like audiovisual equipment, technical support, high-speed internet, room setup and teardown, and post-event cleaning. Always ask for a detailed cost breakdown to understand what’s included in the base price and what comes with extra fees.
Service Bundles
Many venues offer bundled packages that combine essential services, which can be a more budget-friendly option. These packages often include meeting room rental, basic audiovisual equipment, Wi-Fi access, refreshment breaks, and setup and cleanup services.
"Packages are designed to offer significant cost savings compared to a la carte pricing. By bundling services like meeting space, accommodations, and meals together, you’ll get more value for your investment." – Stonewall Resort
Choose a package that fits your event’s specific needs to manage costs effectively.
Extra Charges
Be aware of additional fees that may not be obvious upfront. Many venues charge a service fee of up to 20%. Other potential costs could include extended hours, administrative tasks, or parking.
"The most attractive feature of going this route for planners is that there shouldn’t be any surprise additions to the final invoice." – Audrey Fairbrother, Content and SEO Manager at Engine
To avoid surprises, request a written, itemized cost breakdown. This ensures transparency and helps you stick to your budget.
Once you have a clear understanding of costs, you can move on to focusing on guest comfort.
Step 6: Confirm Guest Comfort
Making sure your guests are comfortable is crucial for a productive and successful meeting. This step ties everything together to ensure the space supports attendees’ well-being in every way.
Accessibility Features
Go beyond basic ADA requirements to create a space that feels welcoming and accessible for everyone. Consider these features:
- Mobility Access: Provide wide doorways, ramps, and elevators.
- Clear Pathways: Keep walkways free of obstructions.
- Restroom Accessibility: Ensure facilities meet ADA standards.
- Reserved Parking: Offer designated accessible parking spots.
- Signage: Use clear, high-contrast signs for easy navigation.
Add a note in your invitations encouraging guests to share any specific accommodation needs with the event planner.
Room Environment
A comfortable room environment helps keep attendees focused and engaged. Pay attention to these details:
- Temperature Control: Make sure the space is neither too hot nor too cold with effective climate systems.
- Lighting Options: Provide a balance of natural and adjustable lighting to suit different activities.
- Acoustic Quality: Check that the room has good acoustics, ensuring everyone can hear clearly.
"The best events thoughtfully meet attendee needs by prioritizing their comfort and enjoyment. When your guests are having a good time, they’re more responsive to your calls to action, making them more likely to donate, register to volunteer, and share your mission with their networks." – Nonprofit Leadership Alliance
Conclusion
By using these steps, you can ensure your meeting space is set up for success. This 6-step checklist helps you choose a space that fits your business needs while covering all the important details.
Take the Tactic Meeting Room at Aloft Trophy Club Westlake as an example. It offers 2,242 square feet of flexible, divisible space located close to major corporate hubs. With features like floor-to-ceiling windows, advanced A/V systems, and high-speed WiFi, it shows how the right mix of location, technology, and comfort can create the perfect meeting environment.
FAQs
How can I make sure the meeting space is accessible for all attendees, including those with disabilities?
To ensure your meeting space is accessible for everyone, start by confirming the venue has accessible entrances, restrooms, and pathways. Check that seating arrangements provide clear views of speakers and presentations, and verify the availability of assistive tools like listening devices, interpreters, or captioning services if needed.
It’s also a good idea to ask attendees in advance about any specific accommodation needs so you can plan accordingly. Finally, ensure the venue staff is trained on accessibility and can assist guests as required. Taking these steps will help create an inclusive and welcoming environment for all participants.
How can I avoid hidden costs when booking a meeting space?
To avoid hidden costs when booking a meeting space, start by carefully reviewing the contract to spot potential fees for items like AV equipment, Wi-Fi, parking, or service charges. Don’t hesitate to ask for clarification and negotiate for waived or reduced fees where possible.
Always request a detailed cost breakdown upfront to prevent surprises. Opt for venues that include essential amenities in their pricing, and consider alternatives like portable Wi-Fi if the venue’s internet is too expensive. Planning and booking early can also help you secure better rates and avoid last-minute surcharges.
Finally, be aware of common hidden fees, such as resort or service charges, and address any unexpected costs as soon as they arise to ensure your budget stays on track.
How can I choose the right room layout to ensure a productive and engaging meeting?
Selecting the right room layout is key to fostering engagement and productivity during a meeting. Start by considering the purpose of the meeting, the number of attendees, and the level of interaction required. Different layouts serve different needs:
- Boardroom Style: Perfect for formal discussions, executive meetings, and decision-making, as it encourages direct interaction.
- Classroom Style: Ideal for training sessions or presentations where attendees need to focus on a speaker and take notes.
- U-Shape: Great for workshops and interactive presentations, allowing participants to easily see and engage with each other.
- Theater Style: Best for large audiences during presentations where seating capacity is a priority.
- Banquet or Cabaret Style: Encourages networking and small group discussions, making it suitable for team-building or informal events.
By aligning the layout with your meeting’s goals, you can create an environment that supports collaboration and ensures a seamless experience for all attendees.
