Three Main Factors to Consider When Setting Up a Meeting Room

Have you ever been to a meeting room? If not, this article is relevant to your quest in setting up a meeting room for the first time. One clear thing is you cannot plan for a meeting room as the way you do in your home.

You will probably need a spacious room where you can plan for everything that will be used during the meeting. Well, the following are some of the crucial things that can’t be avoided when setting up a meeting room

Things to keep in mind when setting up a meeting room

  • Furniture

For furniture, you need to select chairs that are ergonomic and relaxing to sit on for long hours, especially if the meeting is long. If the chairs are not comfortable enough, people will get tired after only a few hours of sitting on them and this will affect their mental health, and they will find it hard to concentrate on what is being said. But ergonomic seats will provide the comfort they need to stay focused on the meeting for any duration of time. Also, you should consider having wheeled chairs to avoid noise that may arise when a member pulls a chair in the right position.

  • Accessibility

Accessibility is another crucial factor to think about when setting up your meeting room. First, the room should be within the vicinity and the attendees should be able to easily spot a banner or post on the door. Other physical cues like the braille might be of help to attendees who are visually impaired.

Secondly, the equipment should be placed in the right position where everyone can reach it at any time. So, you need to think of a place where both tall and short people find it easy to access certain equipment without calling for help from their colleagues.

Lastly, the entrances/exits should be wide enough to allow attendees to pass with ease, even those who are in wheelchairs. Nowadays, everything you plan that will involve the public requires also planning for people with disabilities to help them realise that they are noticed.

  • Layout

The kind of layout that you choose to go with will depend on the type of meeting that you are hosting. The following are the two main types of layouts for setting up meeting rooms:

The U-shaped style – Here, the tables are placed along each other to form a U-like shape. This leaves an open space as the centre of focus. Thus, a whiteboard or screen can be placed in the centre of focus where every member can see. This is more suitable for meetings that are presentation-driven.

The boardroom style – Where the seats are placed around a centralised set of tables that have been grouped. It is perfect for in-person kinds of meetings because everyone is visible to the other.

Tips on hiring a meeting room at Gold Coast

Before you book a meeting room at Gold Coast, consider the following factors:

Cost – You have to be wary of the cost of securing a given meeting room. Fortunately, there are plenty of firms dealing with meeting rooms and you can always find the one within your budget.

Location – You also have to take note of the location of that meeting room. You need to find a meeting room in a location where most of the attendees, if not all, will find it easy to access.