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Selecting a Suitable Meeting
Room
Suitable Meeting Room• Whenever choosing the location for the next meeting there is muchmore to think than just expenses.• You have to consider all the participants in order to conduct asuccessful meeting.• Choosing a meeting room is a big step for anyone who is going toconduct a numbers of conferences.• The meeting room can change the entire thinking style and capacity ofthe attendants.• All the participants want to feel proud about how much their companyhas spent on the room.• The room is considered much more important if some guests outsidethe company are also going to be there.• Everyone wants to arrange the best available room in the town butsometimes it’s not possible due to low budget or availability.
Suitability of the Room
You have to make sure that the venue should meet thecompany’s meeting strategies. According to theorganization, the expenditures may vary as in case of abig firm you should arrange a room that enhances thecompany’s image. But in case of a small business youshouldn’t spend too much on the room. Another thingto consider is that if the room gives the right impressionfor the meeting.
Location of the Room
• Arrange a meeting room by considering every participant.• You have to make sure if the venue is easily accessible to allthe attendants.• Consider the location of every participant and think whetherhe or she will be able to reach the destination or not.• And also try to arrange the venue close enough toaccommodation if required.• And most importantly the room should be in a safeneighborhood in order to satisfy the participants.
Availability of the Room
• Make sure to make the reservation five to six days before themeeting in order to ensure about the availability of the room atthe required day.• Always discuss and plan with your office mates and try tomake a list of the required equipments and make anarrangement two to three days before the actual meeting day.• And also consider how flexible is the room management if youhave to change the venue date or time.•This factor is very important especially in case of a smallorganization.
Size of the Room• How many people are going to attend the meeting?Are there any surprise guest coming? These are thekey factors you have to consider before making anarrangement.• The meeting room should be large enough toprovide necessary space to every participant to movearound.• Make such a sitting plan for the participants so thateach and every participant has a good view of everyother participant.
