The Ultimate Equipment Checklist Before Choosing Your Meeting Room

When choosing your meeting room, prepare checklists of what to prepare and what they should have to ensure everything’s in place. Four out of ten meeting rooms experience technical problems and disrupt the on-going presentation.

At times, the technology issue is one of the causes to let the meeting go overtime. So, in this article, you will learn the equipment checklist you should work on before renting a conference room.

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Here are the checklists to consider:

ü  IT Professional in the Meeting Venue

Since the technology problem is one of the main concerns in business meetings, an in-house IT professional should address this issue. It allows you to continue on your presentation without worrying that the speaker will suddenly stop working.

With this knowledge, ask the meeting room’s management about this matter. Test the equipment they have before signing a contract. That will save you from another productivity-wrecker when the time comes.

ü  Allows Personal Devices Connectivity

When it comes to meetings, you surely want your visitors to become more than guests—you want them to participate. With the personal devices’ connectivity to the main room’s equipment, they can see more of your presentation on their gadget screens.

You need to check this out to the venue’s management and try it to your laptop, smartphones, or other gadgets. Familiarize yourself with their adaptors, WiFi, and cables.

ü  Fully-Equipped

Asking for the meeting room’s equipment details is crucial. The necessary materials for a presentation like A/V equipment, WiFi, cable, projector, printing machines, and more are essential to keep your meeting run smoothly.

Those are the primary materials meeting room should have. But if you are planning to connect your meeting to other people who aren’t present at your conference, you can set up a rotating video camera to have the full shot of the crucial presentations.

ü  Full Research About the Meeting Venue

The truth is, not everything you see is what you get. You can visit the venue yourself or ask your assistant to see if your prospect location has these essential equipment checklists.

As you go to the official room, you can see how it look likes in person—whether it is professional looking or not. Apart from that, you will eventually know if they have issues in the audio and video conferencing technology.

Through the venue’s reviews, you can look up to see what made them feel renting on the place you are eyeing for before you go with it.

Having this checklist means you want the best for your meetings. As we all know, the time wasted in the meeting room will never come back. Also, you pay for the hour you’re spending at the venue. Minimizing the time with technical interruption could also save you from paying more than what you owe.

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