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6 Things you didn’t know you needed in your meeting room space

Posted by Oliver Corrigan on Apr 20, 2015 8:30:00 AM
Oliver Corrigan
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Thingsyoudidntknowyouneededinyourmeetingroom

What makes a meeting room space? Is it just four walls and something to sit on? 

Some people think that all you need for a meeting is a private room, a table, chairs and perhaps a computer or projector, but this isn’t strictly true.

As our blog titled ’18 things you need to know before you book a meeting room’ highlights, contrary to popular belief, you can’t hold a meeting just anywhere. You can have a casual conversation with a client in a coffee shop, but you can’t win new clients, close deals and land lucrative new contracts in a space that isn’t designed for professional business meetings. Technology may have made it easier to hold meetings, but the simple fact is – coffee shops and unsuitable rooms just won’t impress important clients, because they just aren’t professional enough.

Besides, there’s more to a meeting room than just the furniture. If you’re looking for new meeting space, read on to find out how to get space that meets your needs and impresses your clients at the same time.



Meeting space essentials – a checklist

There are many things you need in a meeting room, but the best way to visualise it is to think about an important meeting you’ve held or attended in the last few years. What services and equipment were needed? The following are the key meeting room essentials:

  1. A manned reception. Having someone to greet important guests and take their calls if they’re running late is really important if you want to establish a professional and credible image and make a great first impression, so a dedicated reception is essential.

  2. Housekeeping. A professional meeting space needs to be spotlessly clean and ready to use at all times, and at short notice. For this, a dedicated housekeeping team will need to be on hand when you need them.

  3. Communications. Top-level clients will expect the very best when it comes to technology and communications, so don’t disappoint. Hire meeting space with the latest communications equipment, including teleconferencing facilities. For more information about teleconferencing facilities in meeting rooms, read our blog on Face to face meetings vs teleconferencing.  

  4. Catering and hospitality. A simple but often overlooked way to impress guests during a meeting is to provide refreshments to keep everyone comfortable during a long meeting. This could end up being a headache, as you’ll have to send someone out to buy snacks and drinks, but not if you use meeting space in a purpose-built facility like Carrwood Park in Leeds where catering services are on site and only a phone call away.

  5. IT support. Imagine you have an important presentation to deliver in your meeting…and your laptop crashes. What will you do? Having access to IT support staff, who can correct the problem in minutes rather than hours, can be a real lifesaver, saving you a lot of embarrassment and everyone’s valuable time. This is another reason to hire meeting rooms in a dedicated facility, as IT support is included in the package.

  6. Printing, copying and scanning. You can be organised enough to print out everything you need ahead of a meeting, but what happens if you need to scan, copy or print during the meeting? Your guests may have lost their copy of a vital document, or things might go really well and you need to print out a contract for them to sign. You need printing services you can access in minutes, if not in the room with you.


For a full list of meeting room requirements, download the handy Carrwood Park meeting room checklist.

Your choice of meeting space can have a significant impact on how you and your business is perceived to colleagues, contractors and of course clients.

Conducting a meeting in a space with quality facilities, such as IT support, telecommunications, a manned reception and catering and refreshments, will show your business in a much more professional light than attempting to hold a meeting in the likes of a busy and noisy coffee shop, or a poorly-facilitated home office.


 

For detailed help on how to run and organise a meeting smoothly and efficiently download our Meeting Masterclass:

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If you are looking for a well-equipped and professional meeting space in Leeds, Carrwood Park provides business of all sizes with fully equipped meeting spaces and packages, which include everything from catering and teleconferencing to IT support, printing and housekeeping.

For more information about our professional meeting rooms in Leeds visit: http://try.carrwoodpark.com/meeting-rooms/.

For more useful advice on finding the right meeting space for your business, subscribe to our blog

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Topics: Meetings

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