Important Considerations when Booking a Meeting Room


If you’ve been tasked with staging a training session or meeting away from your place of work, you’ll be looking at a range of venues and what each has to offer. You’ll want it to give the right impression, be fully functional for your needs and look professional. When deciding on a suitable venue for your business meeting, here are some important considerations:

  1. Adequate floor space

Nobody wants to feel cramped in a meeting, so you must choose a room with ample space for all expected attendees. There must be enough chairs, possibly individual desks or a table so choose a room that provides the capacity you need and a bit extra to err on the side of caution.

  1. Air conditioning

Although not standard in this country, if your meeting is scheduled for the summer months, attendees will be infinitely more comfortable in a cool environment. People can get sleepy and distracted if temperatures rise too high so be sure your room has a free flow of fresh, cool air during the day.

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  1. Adequate ceiling height

You might not have even thought about ceiling height, but low ceilings can create claustrophobic atmospheres and make people feel uncomfortable. Lighting issues could also occur, and the room might appear darker and smaller than it really is. For top quality Windsor Meeting Rooms, visit

  1. Heating

Should your event be taking place in the winter, nobody wants their extremities to turn blue from shivering. You won’t get maximum productivity if guests feel uncomfortable, so ensure there is adequate heating should temperatures plummet.

  1. Windows

Lots of natural light should be something you’re seeking for your meeting room. Windows should also be accessible and able to be opened to allow a fresh breeze to circulate if required. Large windows should also be fitted with blinds or curtains to block out the sunshine if you’re using computer equipment, laptops or presenting video clips.

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  1. Presentation equipment

Business meetings often include presentations, whether on screens, whiteboards or PowerPoint demonstrations. Make sure the room you choose has all the relevant equipment you require in an easily accessible place to set up with little fuss.

  1. Open plan

The best meeting rooms have an open space where all attendees can see each other. Try to source a room that isn’t L-shaped or where people’s views could be blocked by pillars or furniture for example.

  1. Power points

Most people arrive at a meeting with a need to either plug in a laptop or charge a device, so you’ll want to ensure there is an adequate supply of power sockets for demand. These should be evenly distributed around the room.

  1. Connectivity

Along with plugging in devices goes the need to connect to the internet. Find out if the room has Wi-Fi or whether an ethernet cable is required. Either way, there must be a way for guests to get online should they need to. For a wireless connection, make sure it is easy to access and everyone can receive the password for the network.

Written by suNCh8

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