The choice of venue is vitally important to the success of a meeting. It is not only a question of comfort; participants must also feel that the place is appropriate to the occasion. This is true for all meetings, small or large, formal or informal.
Recognizing Your Needs
Try to match the location of a meeting to its aims. If one of the objectives of the meeting is to encourage two groups of people to get to know each other better, a relaxed out-of-town atmosphere may be appropriate. By the same token, do not hold a formal meeting in a messy open-plan office. For meetings within your organization, there is still a choice – you must decide whether home, neutral or away territory is more suited to your needs.
Deciding on a Site
If you are arranging a meeting that requires the hire of rooms and other facilities, shop around to compare prices, especially if you are operating on a tight budget. You may find you can negotiate a discount. Locations in the centers of large cities may be convenient for most attendees, and well served by public transport, but space in a city center will almost certainly be more expensive than a less central equivalent.
An out-of-town location will provide fewer distractions for participants, which can be especially valuable if the meeting lasts for more than one day. On the other hand, the amenities of a city may help to entice people to a meeting lasting several days. Weigh up your priorities, and make your choice of location for a venue accordingly.
Assessing Environment
Physical factors play an important part in any type of meeting. Whatever the occasion, aim to make attendees comfortable enough to concentrate, but not so comfortable that they fall asleep. Check that external noise will be kept to a minimum, and heating and ventilation are effective but not excessive. Rooms in big hotels often have excellent air conditioning but little natural light, yet this can be vital for maintaining a dynamic atmosphere.
CONSIDERING DIFFERENT TYPES OF VENUE
| VENUE | FACTORS O CONSIDER |
| YOUR OFFICEYour workstation or a meeting table with a few extra chairs. | All your reference material is at handYour authority may be enhancedTelephones may ring or people interrupt. |
| SUBORDINATE’S OFFCE A subordinate’s work space | May boost the status or morale of a subordinate.May feel physically uncomfortable for both parties if the workspace is small. |
| ON-SITE MEETING ROOM.A company meeting room for the use of staff members. | Avoids issues of company hierarchy that can arise when using an individual’s office.Outsiders may interrupt to contact the attendees |
| OFF-SITE MEETING ROOM.A neutral meeting space outside your organization. | Ensures neither party dominates on “home” ground.Can be used if secrecy is important.May be expensive and unfamiliar to everyone. |
| CONFERENCE CENTERA large venue, such as a university, which is regularly available. | Has the facilities to take large numbers.Can provide technical support and security if required.May lack opportunities fir small, informal get-togethers. |
| OU-OF-TOWN VENUEAn office, meeting space, or hotel in another location. | Convenient if attendees come from all over the world.Adds a degree of glamour to an occasion.Costs a lot in terms of travel, time, and accommodation. |
Avoiding Pitfalls
There are a number of reasons – some obvious, some less so – why a venue may turn out to be a hard choice. When you are inspecting and booking your venue, try to anticipate and avoid the following common pitfalls:
- More people attend than expected – there is insufficient room and people are uncomfortable;
- Fewer people attend than expected, leaving an intimidatingly large and empty space to fill;
- Air conditioning is inadequate and the room becomes stuffy, or it is on too high and not accessible for regulation;
- Technical difficulties arise because the light switches and plugs in the meeting room are not checked and labelled;
- There is lack of service outlets, such as banks or cafes, at or near the venue.
Points to Remember
- Unfamiliar venues should be visited at least once before a meeting.
- It is useful for a room to have windows that can be opened or closed as temperatures fluctuate.
- Speakers need to know where thermostats and light switches are located.
- Toilets and other facilities should be clearly signposted.
- Seats should be tested for comfort by sitting in them for at least ten minutes.
Focusing on Acoustics
A well-structured meeting room does not guarantee a good meeting, but it can increase the chances markedly. Keep in mind your meeting’s objectives. The main purpose of most meetings is to share information verbally with others, so good acoustics are essential. Even a handful of people in a small room can have problems hearing each other, but acoustics are especially important for meetings with numerous participants. If there is a visual element, for example, if visual aids are to be used, both acoustics and visibility must be good, and you will need to avoid placing chairs anywhere with a restricted view.
Tips
- Consider the cost in time for those having to travel long distances.
- Ensure that there are facilities available for any disabled attendees.
- Make sure phone calls are diverted away from the meeting room.
- Arrange potentially problematic meetings on neutral ground.
- Ask your support staff to check the availability, timetables, and seasonal variations of local public transport,
- Find a venue that you are sure will be free from interruptions.
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