Meeting room tips for better results
Selecting a meeting room for your next business event, department or non-profits will take a little bit of time and effort. And so it should. Understanding the focus of your event will make it much easier to narrow down appropriate meeting room facilities, and that focus comes from understanding your end goal. From colored drinks to custom logos, building your event around the nature and expectations of those who are holding and attending it can be a lot of fun, once you understand the process.
For a more much more in-depth article on event planning read: Your Event Planning Guide
When choosing a venue, consider each of these six points to help you aim and fine-tune the direction of your choices.
1. Choose a location away from distractions.
Ever been to a meeting room where everyone pretty much ran away as soon as the conference ended? One of the best ways to encourage your attendess to continue their gathering beyond the boardroom is to find a slightly isolated location. Nature-like settings are far more conducive to seclusion and a great event, so try your best to secure something outside the city if possible. That might sound a bit strange at first, but remember that the journey to your end goal will alwyas be shorter and smoother with fewer distractions vying for the attention of attendees.
A word about travel time … Try to ensure a maximum 90 minutes of travel time for attendees, and be aware of travel time from the airport if people will be flying in. In Winnipeg as of 2018, there are shuttle vans that for $300 can transport up to 15 people on a 90-minute trip, which if the van is full works out to about $20 per person. That’s a great value!
You may want to consider: Wilderness Edge Retreat & Conference Centre
2. Determine the focus of the event.
To make sure the venue is correct for your event focus, it’s important to have a clear idea of the various activities you are planning Ask yourself these questions:
- How many people am I expecting to attend?
- Does the venue have a room or rooms the right size for my group and planned events?
- Are complete or partial food services available?
- Are there any unique experiences that my group can participate in at this facility?
- Will I need audio-visual equipment?
- Can I have my event streamed on Facebook Live?
3. Organize activities and events to build relationships.
Once you have a clear grasp of the number of attendees expected, the next step is to determine what type of activities and workshops will best foster the team-building atmosphere and relationships that you hope will be established during your relatively short time together. It’s the gaps of time you leave between the meetings and formal events that provide an opportunity for spontaneous interactions and relationships to form. Here are some ideas for activities you can use to help build informal relationships and encourage bonding within your group:
- Session with a well-known author or inspirational speaker
- White Water Rafting
- Golf tournament
- Curling tournament
- Painting Night
4. Determine the required products and services.
Every conference venue or meeting room is different. Don’t make assumptions about your room’s capacity or inventory based on your previous experience with other conference facilities. If your attendees require access to Wi-Fi, for example, make sure the venue offers this service for free. Check to make sure it is without limitations (unmetered) in both the meeting areas and guest rooms.
5. Partner with event experts.
In-house event experts from your venue can be an important resource when planning events that demand a better-than-average outcome. A good venue should offer a well-organized system for booking that runs like clockwork. Your contact person(s) should also be on-site or easily available if you have any questions or concerns. Having someone available from the venue to run last-minute errands and help with organizational details can make all the difference in keeping things running smoothly.
6. Keep the lines of communication open.
One of the most important things you can do when choosing meeting rooms for your corporate event is to make sure you’ll be able to communicate effortlessly with your event coordinator. Whether by email, phone or social media messages, being able to count on clear communication and timely replies is critical. One solution that I like is inviting conference leadership members to join my personal Whatsapp. It’s convenient, so much better than texting or phoning, and a reliable way of keeping in touch that generally garners instant responses.