Meeting Rooms: Plan Your Event

A large or small gathering needs the right meeting rooms to ensure that things go smoothly. Regardless of the reason for the meetings or the amount of space that you need, a little planning goes a long way. The earlier you get started, the better location selections you will have and the more time you will have to work out all of the details. Start with the venue and make all of your decisions around the location.

Location, Location, Location:
Before deciding on the specific meeting rooms that you want to use, you need to find a location that can accommodate your group. How many people are you expecting? Where are they going to be coming from and how long are they staying? All of these things should be taken into consideration. Most facilities will have a few different options for where you and your group can meet. Just start by choosing a location that suits your purpose.

Amenities:
Many people look for locations that offer special amenities. For example, if you are surrounded by beautiful scenery, you may want to choose a facility with some type of outdoor area to utilize. On the other hand, if you plan to meet for longer hours, you need to find a facility that offers some type of in-house catering to provide your guests with meals and snacks during the time you plan to meet. These bonuses are worth looking into if your main goal is to find meeting rooms that are both large enough to accommodate your group and offer enough interest to help your guests enjoy there time at the facility.

Establish a Schedule:
Once you have a location, the right space to meet and the number of guests that plan to attend, it is important to establish a schedule. People want to know where they need to be and when. They want to know what is coming up next and what parts of the event they feel are most important. The best way to do this is to set up a schedule that you can give all of your guests. It lessens that confusion when it comes time for a special speaker to get started or for small groups of people to meet over lunch.

While it is tempting to get the most out of the meeting rooms and plan in as much as possible over the course of the event, remember that sometimes the unexpected happens. Don't plan so much that everyone feels rushed. Make sure that there are times in between sessions so that people can take breaks and relax. Don't push back any of the meals if possible. You want everyone in attendance to have a good time and possibly come back in the future.