Conference & meeting room checklist – Breeze Bites

The most common reason to have a meeting is to discuss something face to face. These days we skip the face-to-face part and go straight to the phone, email, social media, newsletters, company websites, intranets and extranets.

These methods of communication have made life easier and communication quicker. When you do decide to have a meeting they can come in all shapes and sizes, from chats in the corridor, weekly meetings or annual conferences The identity, layout and equipment are the main focus for a conference and meeting room checklist.

Seating

There are various ways in which the meeting room can be laid out; auditorium style, classroom style, U shape, or oval shape. I find the classroom style very rigid and formal, whereas the U shape encourages more interaction and eye contact with your delegates.

Equipment

Ensure the room is not cluttered. The sound system is one of the most common items on your checklist and can also create the most problems. Ensure it is tested and that delegates throughout the room can hear what the speaker is saying.  The overhead projector is another essential item. The placing of the projector needs to be carefully considered. Avoid placing it in the middle of the room as those in the centre will have difficult in seeing around or over it. 

See below for a common materials meeting room checklist:

1.       Overhead projector

2.       Projector

3.       Projection stands

4.       Remote control for projectors

5.       Screens

6.       Video equipment

7.       Microphones

8.       Laser pointers

9.       Flip charts

10.   Slide trays

11.   Computer

12.   Mouse

13.   Lighting

Questions to be asked upon booking:

1.       Does it have Wi-Fi capability?

2.       Is there a built-in sound system?

3.       Is the room sound proofed?

4.       Is remote light control available?

5.       Can windows be covered with shades or curtains?

6.       Can additional equipment be provided?

7.       What support is provided for maintenance problems?

8.       Who will provide security for the equipment?

9.       Who is responsible for lost, stolen or damaged equipment?

10.   Can last-minute equipment demands be met? What are the additional costs?

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Jo Kane

Events Gold Coast