10 Must-Haves For Conference Room Facilities To Plan A Corporate Event
Conference room facilities are very important when it comes to setting the stage for your corporate event. There are many aspects to take care of when it comes to corporate event planning, so we wanted to give you a clear list of must-haves when it comes to conference room facilities.
Why are corporate conference rooms essential for your business?
Conference rooms set the tone for your corporate event, and more often than not, the conference room can affect how people perform within them based on layout, structure, tech, design and so forth. So while it may not seem like that big of a deal, it can actually be a bigger deal in terms of overall performance.
What are some key benefits of having a corporate event conference room?
Conference rooms allow for smaller breakout sessions, speeches, presentations, and so forth. They are a great way to set up a space where you and your team and clients can get work done in an effective space.
Benefits of Corporate Conference Rooms
A corporate conference room is a place where people can meet to discuss ideas, share their thoughts, and build relationships. It is a place where people can create a sense of community. Conference event rooms are designed with a specific purpose in mind. They are typically used for meetings, presentations, and collaborations.
Making a strong first impression on your partners and clients contributes to the professional image of your business. Setting up a meeting in a professional environment can help you attract new customers and develop your business.
A conference room allows everyone in the room to focus in a quiet environment without distractions. You can do business without being distracted or distracted by the noise in a public place such as a coffee shop.
What are must-have corporate conference room facilities to plan a corporate event?
There are a few things to take into account whether you're setting up your own meeting room or looking to hire a conference room. You'll need a functional meeting place, so search for or include these characteristics in your business meeting room:
1. Wi-fi
In this day and age, you need wi-fi to function in any conference room typesetting. You will want to make sure you do your research ahead of time and make sure the connection is fast and responsive so you do not waste your or your client’s time with slow internet.
2. Smart Board/Projection Screen
When you’re selecting venues for corporate events, you will want to make sure they have a projection screen or smartboard to pull up visuals and make sure your meetings are interactive. Most often these screens can be used by multiple users at once and can also be set up on a printer to print handouts in real time.
3. Audio Equipment
There is nothing worse than attending a meeting where all you can hear is the crackling of poor speakers or even worse, you can’t hear anything at all. You will want to make sure there is surround sound and a microphone available. Depending on the size of your conference, 10 people vs. 100 people, the audio equipment can make a huge difference and you will want to make sure it is functioning properly before you finalize conference room booking.
4. Seating Arrangements
Depending on the purpose of your conference, there are many different seating arrangements to choose from that can affect the dynamic and flow of your meeting. There is boardroom style seating, u-shape set-up, classroom style, hollow square and so forth. Depending on what your goals and objectives are, this will help you determine the seating arrangement, but regardless, you will you will want to have a table in any kind of conference venue in Los Angeles.
5. Digital Projectors
With the advancements of technology over the years, the best conference meeting venue will have video cameras that project a 3D image of documents and content, making it easier on participants to learn about the subject matter. You will want to make sure the digital projectors are of the highest quality.
6. Video Conferencing
With so many people working remotely these days or calling in, you will want to make sure video conferencing is available so all attendees can participate. This is a preferred method of communication when looking to cut costs for travel and makes it very easy and convenient for participants.
7. Accessible Location
You will want to make sure the venue you choose is easily accessible from major places of transportation such as airports, bus systems, and train stations. Keeping guests’ convenience in mind when it comes to how reachable it is, will make your corporate event that much more successful.
8. Breakroom
Due to the fact that most conferences can last through full eight-hour days, you will want to make sure attendees have access to a breakroom for refreshments and water throughout the day. This also allows them a space where they can take a quick break to unwind or make a phone call. Guests will really appreciate this and it will make their stay more enjoyable.
9. Air-conditioning
There is nothing more uncomfortable than a stuffy work environment. Making sure the room you choose has to air-condition will keep your guests cool and comfortable, and the venue should also have backup accommodations if something were to go wrong. Make sure you check ahead of time!
10. Efficient Staff
This is a no-brainer. You want to make sure whatever venue you choose, they have accommodating staff there to help take care of you and your guests at the conference. This will add the final cherry on top of your guests' experience.
At Ovation Square, we are always happy to accommodate corporate event meetings, matching the criteria above. We can help you plan your sessions and walk through the space ahead of time to make sure you are happy and satisfied.
Frequently Asked Questions
Q. Do you think there is a type of seating arrangement that works best?
A. They can all work very well depending on what the objective and dynamic are. Deciding what your goals are ahead of time and the type of interaction you will want between attendees will help you make the best decision.
Q. If they have whiteboards instead of projection screens, is that a deal-breaker?
A. We always say the more technologically advanced, the better. You may run into issues once you’re in your conference if you don’t have digital means available to you and it can make it harder on your guests as well.
Q. How many venues do you suggest we look at?
A. The more you look at it, the more you have to compare to one another. This can also help you out with negotiating to price once you make your final decision.