Quick Guide on How to Select the Ideal Space for Your Conference or Meeting

Quick Guide on How to Select the Ideal Space for Your Conference or Meeting

Conference meeting planning is a challenge. Where should you start? In this quick guide, we will cover the basics of how to make the most of the conference venues available through our convenient search site. Let us explore how seating, lighting, and technology can come together to make your event a true success. 1. Seating Capacity Matters! First, ask yourself how much space you will need. The amount of space you need is dependent on how many attendees you expect to have. Aside from the obvious space requirements at the table, you also have to consider: - How easy is it to walk behind the chairs? - How much space is there in between chairs? - How close is the TV or screen to each attendee? Each of these questions blends into the answers you will need to make your next conference meeting comfortable for everyone in attendance. For example, you will want a room that is approximately 15'4' X 13'4 in size to give plenty of breathing room to everyone who is there. This also allows everyone at the table to move freely in their chair. For television viewing, it is important that everyone can see the information you are presenting, that is, after all, the reason everyone is there. It is recommended that your TV or screen location is a 30 to 45 degrees location from the center to allow everyone perfect viewing opportunities. To see exactly how much space you will need for your meeting, check out the meeting room capacity calculator and input your values. 2. View Design Features We briefly mentioned seating space to give your guests the ideal view of the TV screen, but it is also important to consider the size of your screen itself. Meetings often involve presentations, so it is important to have a decent size screen available. Try to keep your screen height at 1/4 the distance from the screen to the furthest seat. This allows folks to view data charts clearly. A 55" TV would not provide a good view 12' away, for example. Calculate the distance and test the waters before you decide on the conference venue. 3. Lighting is Critical Your meeting should be a place where your employees can brainstorm, collaborate and innovate. No one can do that in a dark cave. Make sure your meeting room has sufficient lighting. Your average projector will produce some 3500 ANSI lumens of light. That is doable for small meeting rooms. For larger meeting rooms with 10 + people, you need a stronger projector with closer to 4000 lumens. Aside from projector lighting, you may also want to factor in windows for natural lighting and overhead lighting types. Fluorescent bulbs can be distracting, but too much natural light can equally distract from the meeting. Strike a balance with at least one window and ambient lighting that does not blind you as you enter the space. This leads us to our next point; technology. 4. Make Technology a Focal Point With each passing year, technology becomes more advanced and drives us towards a new future. For conference venues and meeting rooms, this means some serious tech upgrades. One glaring example of tech growth is the affordability of high-definition televisions. Now, the average conference room has not one, but multiple screens for you to use. These multiple screens provide plenty of outlets to display data charts, analysis, and company growth in whatever format you like. In fact, this might be a 'must-have' for your future conference meeting. Other technology you may want your venue to have included: - Digital Signage - Motorized Blinds - LCD Display - Wi-Fi Depending on the type of meeting you are having, these features could prove invaluable for the flow and outcome. One of our favorite venues, the Kettering conference centre, offers a plethora of tech or tech-enabled features that allow you to change the trajectory of your meeting. Are you are in need of space, we recommend scoping it out. 5. Comfortable Seating Comfort is another key component to a successful meeting. Since your audience is likely to spend several hours sitting down, selecting a space with comfortable seating is important. A few suggestions for your chairs include: - Fixed Arms - Ergonomic Design - Fixed adjustment - Swivel capability for movement - Rolling bottoms - Mesh or Faux Leather backing 6. Book a Meeting Room That Works for Your Audience Each of these is suggestions, but will nonetheless have a direct impact on the outcome of your event. Consider each carefully before deciding on a venue. And if you need assistance making the final decision, please contact us. Our helpful team will analyze your needs and point you the direction of conference venues that fit your needs.

Author: Gladys Requina

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