We’ve heard it before: location, location, location. But it’s not just about where to have the meeting geographically. It’s also crucial to pick an event space that works best for you and your
- Make sure that your attendees AND the required equipment will fit comfortably. Too small of a room can make people feel claustrophobic and the temperature will rise. Too large of a room can cause people to lose focus on the subject matter and struggle to hear everything.
- Understand hotel capacity charts. Capacity charts are great tools, but they do not take into account any audiovisual equipment or stages you need. Make sure you realize that the capacity is based on only tables and attendees—and plan accordingly.
- Rely on your production company. Always ask the experts whether or not a space will work for you. If your speakers can’t be heard or if the presentation isn’t visible to everyone, it will not be a successful meeting.
- Check with the hotel to ensure there are no obstacles in the room. Not all floor plans show columns or pillars in the room. Make sure all your attendees will be able to see and hear the presentations.
- Find out who else is meeting at the hotel. Most hotels will share this information with you. It’s always good to check to make sure there isn’t another gathering that is a conflict of interest or could disturb your meeting.