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How to choose the best meeting room venue

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Whether you are holding an internal company meeting, tying to impress a long-term client on that crunch deal, or interviewing for your next member of staff, finding the right meeting room can have a massive impact on how favourably your meeting goes. Hiring modern, professional, comfortable and well-equipped meetings space doesn’t just make your business look better, it makes it work better too.

Perfect for impressing colleagues and clients, venues offering dedicated meeting rooms space come in all shapes and sizes. With a plethora of room types, facilities and venues to choose from, how do you know what meeting room is the best for you? Nicole Szucs, sales and marketing manager at CEME Conference Centre, shares her top tips for choosing the right venue for your meeting or interview.

 

Know the basics

Firstly, you need to know a few basic details such as dates, times you need the room for, how many the room needs to hold and if you need food or refreshments included in the hire price (note that refreshments are nearly always extra on top of your hire costs). You’ll also need an idea of the technology you’ll need on the day e.g. do you need to use a PowerPoint presentation on a big screen, do you need internet access etc.

Nicole said “Knowing what you want from the off means you can book your venue without having any nasty surprises, you can also make sure your room is properly equipped for the task in-hand. Not all venues will bill you equally – some hire prices may literally just include the room, while others like CEME Conference Centre also include complimentary Wi-Fi, CEME water, pads, pens, blotters and mints. Make sure you know exactly what is included in the costs you are quoted.”

Tip: If you are unsure if the exact amount of people attending your meeting then book a room that will accommodate for the maximum amount of people you realistically think will be there. If you need to downsize closer to the day then it’s likely to be easier than trying to upsize – especially if a venue is near capacity.

 

The indoor environment

Not every venue is created equal either. We’ve all been stuck in that windowless meeting room, where it was either too hot (or too cold), and the artificial lighting gave us a headache. We’ve also all been in the room where the paint is peeling off the walls or the technology has been older than the Rolling Stone’s combined age.

The best venues will provide you a room that includes:

  • Comfortable seating
  • Temperature control (heating and cooling)
  • An abundance of natural daylight
  • Good quality audio visual technology
  • A choice of different room set-ups including theatre, classroom, boardroom, U-Shape and Cabaret style*
  • Clean, modern, bright rooms, with top of the range facilities
  • Friendly and knowledgeable events team to deal with your room hire
  • Excellent range of refreshments, snacks and meals
  • And as we’ve already mentioned, thoughtful extras such as complimentary Wi-Fi, water, pads, pens, blotters and mints.

 *Not always available in small meeting rooms

Nicole commented, “Innovative business environments help create ideas and inspire people. More and more businesses are ditching the coffee house catch-up, or the cheap and low-tech meeting room, in favour of hiring modern, professional meetings space to get the most out of their staff. Spending that little bit more on quality meeting space can make a massive difference to productivity and positive outcomes.”

Tip: No one likes wasting time trying to get presentations to work. Venues such as CEME have top-of-the-range facilities and resident AV technicians on-site to ensure that all your technology needs are met. If you are going to need to use a laptop, TV screen or any tech during your meeting, make sure your venue has on-site support too.

 

Visit the venue

“It’s really important to get a feel for the room you are hiring – especially if it’s for that crucial meeting or you are booking the room for successive events.” Continued Nicole. “If you get the chance, I always recommend visiting the venue first and taking a look around your room options. It also gives you a chance to meet the events team, check out the parking and transport links, not to mention the general facilities and accessibility of the venue.”

“If you don’t have the time to visit first, then having a good chat with the venue on the phone will give you an idea of how friendly and helpful the staff are. Don’t forget to check out any photos of their rooms online and review the venue’s accreditations, awards and testimonials.”

 Tip: Look out to see if your chosen venue holds industry recognised accreditations such as ‘Accredited in Meetings’, ‘World Host’ or ‘Venues of Excellence’. CEME holds all of these as well as the coveted ‘Accredited in Meetings’ at the highest Gold Standard with the Meetings Industry Association – the only venue in Essex or East London to achieve Gold.

 

If you want to find out more on what Nicole and the events team can do for your next meeting get in touch on +44 (0) 20 8596 5151 email events@ceme.co.uk or contact us online. Want to see what CEME’s rooms have to offer? Check out our range of meeting rooms.

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