Checklist: 7 tips to have your room ready for a successful meeting

Novedades > Equipment

27 de October de 2021

As with creating a meeting agenda and invitation in advance of the meeting, companies need to prepare meeting rooms with all the necessary equipment to start on time and run smoothly.

To make sure you get everything done, we recommend that you create a meeting room equipment checklist. That way, you'll ensure you can achieve maximum results and limit your concerns about the effectiveness of those encounters.

Start with the basics of room equipment

Depending on the type of meeting, different types of equipment are needed. In some cases, you may require your staff to bring their own materials, and if that is the case, you should notify them in the meeting invitations.

Otherwise, the company must ensure that they are considering all the necessary supplies for the staff to ensure that all participants have what they need for a successful meeting.

If you are using small meeting rooms or like to incorporate stand-up meetings, these rooms should be equipped accordingly. For regular meetings and conferences that include a large number of people, more equipment will most likely be required.

So what are the main needs of your conference rooms?

7 tips to have your room ready for a successful meeting

1. Blackboards

You may need to make some notes or pictures on a whiteboard to help explain a topic in more detail. They can be digital or to be used with pens.

2. The right chairs and table.

Is the table too big for meetings to feel intimate? Are the chairs adequate so that attendees can concentrate on the presentation?

3. Appropriate projector and viewing window.

Take a look at the room you are hosting the meeting in and make sure you have the proper and necessary equipment. Small details of enormous importance.

4. Wires.

Stock them in the meeting room beforehand or make sure you purchase and bring the correct ones to the meeting. You might even want to test your cables ahead of time to make sure you don't run into any connectivity issues in the meeting.

5. A/V equipment in operation.

If your presentation requires audio, you'll also want to prepare that equipment ahead of time. Make sure your speakers are working properly and that you have the proper connections for them.

6. Audio or videoconference equipment.

Is your team distributed or do you have assistants who arrive virtually or by phone? Make sure your conferencing equipment is set up beforehand so no one misses important parts of the meeting.

7. A coffee pot and/or hot water for tea.

Attendees need to be alert and focused for the meeting, make sure you have what they need to pay attention!

There are many ways that meetings can go off the rails and end up being unproductive or not very dynamic.

Therefore, make sure you have the best conditions. A meeting that doesn't have to wait for insufficient equipment has a much better chance of being productive. Start with a conference room equipment checklist and you'll be much more set up for success.