You know the basics to consider when you are looking to book a meeting room for your next meeting; location, size, and availability. What could go wrong? OfficePlace has compiled a list of other important factors you should consider when choosing the perfect location for your next meeting.
What Could Go Wrong…
1. Guests can’t find the building.
Before you book a conference room, you will want to narrow down a convenient location for your attendees. Consider the best area for your guests, note if it has easy access to the highway. OfficePlace is located in the center of the state just a half mile from Exit 21 off I-91 near the Route 9 junction with plenty of free parking. Directions to OfficePlace.
2. Guests can’t find the meeting room.
Maybe your guests get to the building, but can they find the conference room when they get there? Will there be clear signage once a client enters the building directing them to the meeting space? To make a meeting run smoothly and on time, OfficePlace offers complimentary signage to direct visitors to your specific meeting room. We also have on-site staff to answer any other questions that may arise.
1. Guests can’t find the building.
First, narrow down a convenient location for your attendees. Consider the best area for your guests, note if it has easy access to the highway. OfficePlace is located in the center of the state just a half mile from Exit 21 off I-91 near the Route 9 junction with plenty of free parking. Directions to OfficePlace.
2. Guests can’t find the meeting room.
Maybe your guests get to the building, but can they find the conference room when they get there? Will there be clear signage once a client enters the building directing them to the meeting space? To make a meeting run smoothly and on time, OfficePlace offers complimentary signage to direct visitors to your specific meeting room. We also have on-site staff to answer any other questions that may arise.
3. WiFi is too slow.
Don’t take WiFi speed for granted – ask what is available. Last thing you need to worry about is connecting with your clients or co-workers remotely because of slow internet speed. Make sure the connection is fast and responsive so you don’t waste valuable time. OfficePlace offers 500 mbps for a robust connection. Learn more about the amenities that OfficePlace offers.
4. Room is too hot (or too cold!)
Don’t take room temperature for granted. Nothing squashes productivity more than a room that is too hot or too cold! Ask what temperature you can expect in your conference room so you can ensure a productive meeting.
5. Room size; too big, too small, or is it just right?
How many guests are you expecting? Make sure there is ample room. A conference room that is too big might seem overwhelming or have poor acoustics for a smaller personal meeting. A room that is too small is uncomfortable and may hinder productivity and participation. Make sure the room is designed to fit the number of attendees that you expect. Before you book a conference room, ak for a photo of the room or better yet, take a tour so there are no surprises. You can view images of our available rooms and amenities at OfficePlace.com or contact Kate for a free tour at your convenience.
6. Location is not Accessible
Being responsible for scheduling a meeting means you want to make sure that all guests can gain access to the building and meeting space with no issues. Make sure the space you rent has accessible parking spots, accessible bathrooms, and is a Class-A facility such as OfficePlace – a superior business space with many amenities.
Is the space just pretty to look at? Or is it functional too?
7. The space looks good – but it’s not good!
Consider what technology will you need for your meeting and ask if it is provided. How is the furniture and seats arranged in the space? Will the setup fit your specific needs? Are the walls covered in artwork or do you have room to work with your team? What are the acoustics like in the space, will it be easy for participants to be heard? Is the space private or is it open to other spaces?
At OfficePlace we have masterfully combined both form and function providing sleek modern spaces that were built specifically for meeting spaces – creating the perfect environment for a productive meeting and a great impression. OfficePlace also has available break-out spaces to reserve when extra working space would benefit your meeting.
8. Is anyone there? Help!
Is there anyone on-site to answer any random emergency that may come up? At OfficePlace the answer is, “Yes!” Our Client Services Manager, Kate is on site Monday through Friday to assist with any questions, changes in room or for any emergencies that may arise. Always accessible with an email or a phone call, Kate can assist you with catering your meeting as well. During our manager’s time away, the owner is always happy to help you. Contact OfficePlace.
9. Lighting & Tech Equipment
Is the room too bright or will I be able to see the monitors? At OfficePlace, lighting in most rooms is dimmable and the seminar room has window blinds that can be closed to darken for a presentation or video conference. All rooms except the smallest room, feature TV monitors ranging in size from 55 – 75” with HDMI cable connection to your laptop. Our rooms also include whiteboards, and upon request, the use of a meeting Owl to invite off-site participants to your presentation.
10. Refreshments
Breaks are vital for keeping everyone’s energy level up and to help maintain their attention and focus on your meeting’s agenda. If you need to take a break or stretch your legs we invite you to do so with refreshments!
Nearby to all of OfficePlace’s meeting rooms, you will find a kitchen/coffee station where you can grab a coffee, tea, bottled water or water bottle filler. Vending machines are easily accessible and ordering in is permitted. Our client services manager can assist you with catering for larger groups. There are a few outdoor tables for milder weather where you can take a break, make a call or enjoy your lunch as well.
Next time you need to book a meeting room, look beyond location, room size and availability, and keep these 10 things in mind—so you won’t have to worry if you found the perfect location. You can be confident in your choice with OfficePlace and keep the focus where it should be—on growing your business. OfficePlace’s Class-A facility is conveniently located in Central Connecticut, boasts well designed and appointed modern meeting & conference rooms, private offices, and virtual offices. OfficePlace has taken care of the fine details for you.
