Considerations When Booking A Meeting Room

A meeting is more than just organising a few chairs around a table. A meeting is a time when staff come together to build team efficiency or to move a business forward. It's also a time where learning can take place and on occasion where new contacts are made and deals are signed. To ensure the perfect environment for your meeting (whatever the purpose); consider the following guidelines before booking a meeting room.

  1. Ensure the air conditioning and/or heating can be properly adjusted, as a cold or overly hot room can be a major distraction.
  2. Assess the lighting situation of a meeting room. Too little light can be oppressive and excess lighting from the sun or glaring lighting can mean it's hard to see a presentation.
  3. Are the seats comfortable? Make sure that all the attendees are comfortable during the meeting BUT not so relaxed they are likely to fall asleep! You want everyone to focus on the business at hand.
  4. What electrical equipment is available? You'd be surprised by the lack of appropriate equipment at some venues! Check that presentation equipment (projector, projector screen, remote for controlling your presentation, electrical sockets within reach of your plugs or an extension if sockets are remote) are all available.
  5. Avoid having a room with a fast fold projection screen, as they tend to produce a weaker projection image. This is due to their material allowing about half of the projected light through; hence only half the light is bounced back to your audience.
  6. Check that the speaker system is appropriate to the audience size. If you have a small audience, a speaker system may not be necessary. Find out if the venue supplies lavalier microphones (also known as a lapel mic, clip mic or personal mic) if you or your speaker wants to be able to move about freely while presenting. Having an extra wireless microphone can also be useful for question and answer sessions.
  7. Ask the venue in advance if technical support is provided in the event of equipment problems. There may be an extra cost, but it's worth the money to avoid equipment meltdowns and delays.
  8. Ensure the projection screen is large enough for all of your audience, especially if it's a long meeting room.
  9. Are you having multiple meetings throughout the day? If so will food and drink be available? Make sure the venue has an appropriate area where food and drink can be served. Throughout meetings it's important that attendees have access to water. This will help keep your attendees hydrated and attentive.
  10. Where is the meeting room physically located? Is it near any busy roads? Noise even from a few cars can really make or break a presentation or interrupt a productive discussion, so spend a little time checking that noise isn't going to be an issue.

Hopefully, these guidelines will give you a few pointers when booking a meeting room, however even with these tips to help there is always a risk of problems when booking somewhere new. This is where Booking Partners can help. With years of experience and personal connections with meeting room venues, Booking Partners can ensure your venue not only meets but exceeds both your, your speakers and attendees expectations. Our advice - leave it in Booking Partners capable hands.

For more information contact us on +44 (0)330 022 8643 or via e-mail at

Contact Us

Contact us for a FREE quote for your hotel accommodation and meeting & conference room booking.

IATA - Acredited Agent