If you’re planning a conference or event soon, how do you decide which space is right for you?
Multiple conference venues have a huge variety of event spaces depending on the style and size of your specific meeting. The problem may be choosing the exact meeting room that best suits your event. While the conference venue’s staff are always on hand to help in any way they can, you will need to provide some basic information to help you make an informed decision.
Here are 4 key factors to consider when choosing the perfect meeting room for your next event.
1. Initial enquiry
Before you arrange to view a venue or contact an events team to enquire about space, you should do some research on the type of event you’re hosting. What are the requirements from the venue that are absolutely essential and what can you do without?
You’ll need to figure out what the attendance will be for your event and ensure the event venue can hold that many people. If you’re expecting a small turnout, do they have a room small enough to hold a smaller meeting comfortably? Is your event a conference, a talk, a seminar, a brainstorming session or a discussion? Each type of event has different requirements.
2. Location & Accessibility
The location of your meeting venue is as important, if not more so, than the meeting room itself. Some of the questions to ask when deciding where to hold your event are; what are the on-site facilities? Is there secure car parking available? Can non-drivers access the conference venue with ease using public transport or bicycle? Are there catering options available?
Put yourself in the shoes of an attendee travelling and attending the event and try to forecast any problems they might encounter, especially when it comes to accessibility. You may also require optional accommodation for your delegates in case they are travelling a long distance.
3. Meeting Room Capacity
Firstly, choose a conference venue that can house your entire meeting comfortably, with adequate seating, space for equipment and accessible for those with special requirements. If you’re in Dublin and you’re lucky to have booked in Dublin City University (DCU) event space, you are spoiled for choice with three campus locations. They have a range of meeting room types and sizes suitable for small- and large-scale events from 5 to 1200 delegates. The location affords them the luxury of flexibility with 40 plenary rooms for 100+ delegates and over 150 flexible breakout rooms, ideal for any Dublin event.
4. Seating styles
Another important thing to establish when you make your initial enquiry is the type of seating that best suits your event.
- A boardroom style meeting is ideal for an AGM, interview or smaller group meeting.
- Classroom style is good for a learning experience or a conference where participants are expected to take notes.
- U-shape seating style is generally used when there are a team of people who need to refer to a flipchart or screen at the top of the room.
One of the most popular styles of meeting and one as an educational institute that we use most is theatre style. The simple style is usually found in theatres or cinemas and often incorporate desks in from of or attached to the seating.
If you are unsure which style is most suitable for your meeting, just ask any of venue’s experienced staff who are ready to help.
Author Bio: Katie McGarr is a passionate writer for Meet in DCU, a unique conference venue in Dublin which is perfect for corporate meetings, conferences, seminars and events. Writing articles about travel and lifestyle is one thing she finds enjoyable, next to playing the piano.