Must Have Meeting Room Amenities

Every meeting room is different. When deciding which one to use, there’s a lot to consider! We’ve broken down the must haves to look out for when picking your coworking space.

Wi-Fi

When choosing a meeting room, make sure there’s fast and reliable Wi-Fi. The last thing you want is for an important presentation to be glitchy. If the Wi-Fi is slow, it can be frustrating for the attendees trying to use it. Frustrations can lead to clients getting bad impressions and employee dissatisfaction.

If you’re unsure, you may want to contact the building and ask about the Wi-Fi speed. If you’re viewing a meeting room, it’s worth asking about the Wi-Fi. They’ll probably be able to give you more information.

Audio-Visual Equipment

You need to make sure your meeting room has all the AV equipment necessary. For example, in the morning, you might do a presentation that includes videos. For this, you’ll need a screen and speakers. In the afternoon, you may have a video call planned. For this, you’ll need to ensure you have a microphone and the right systems installed (like Zoom and Google Meet). Don’t assume that your meeting room has everything. If you’re unsure, ask.

Portable Technology

Portable technology can be useful and flexible. For example, a pointer pen for presentations can be useful. These can come in handy when there’s lots on your presentation slide, but you want people to focus on something specific. There may even be something your meeting room doesn’t have, but you can bring it with you because it’s portable.

Remember to encourage people to bring their own technology. If people have laptops and tablets, they can use these in different ways, like researching or making notes. You may even consider using software or apps for collaboration. For example, the website Padlet can be used to share ideas and make suggestions.

Snacks and Refreshments

Food and drink can keep people energised throughout the day. If you’ve hired a space for a morning meeting, then giving out breakfast could be a good idea. People can struggle to find the time to eat in the morning, so providing breakfast will be helpful to your attendees.

Some places offer free unlimited tea and coffee for longer meetings. It’s good to take advantage of deals like this. Having refreshments in your meeting room can also impress clients. People love it when there’s free food and drink at the place they’re attending. It can make them feel appreciated and catered for.

Another option is to ensure that there are food facilities onsite like a café or restaurant. Facilities like these are convenient for attendees. It means they don’t have to go offsite to search for food. They also give people a range of food and drink options, and they can spend as little or as much as they want to.

Presentation Materials

Do you have everything you need for your presentation? Most meeting rooms have a screen, which you can use to display your presentation. When booking a room, double-check that it comes with one. Also, make sure the room is laid out so everyone can see the screen clearly. Some rooms have a whiteboard or flipchart as well, and these are great for making notes or drawing diagrams. They’re also great for collaborating and brainstorming. If you think these would be useful for your presentation, check if they’re available. Some rooms have them for an extra cost.

Some people will want to take notes as they listen to your presentation. If you can provide high-quality stationery and notepads, this will be helpful for your attendees.

Charging Packs

With lots of people at your meeting, that means lots of technology. Everyone will probably have a phone, and some people could bring laptops. Having charging packs means everyone can keep their technology charged and ready to use. Someone’s laptop could run out, but everything they need for them to do their work is on there. That’s why it’s so important that everyone can charge their technology if they need to.

Find the Right Meeting Room with Spacepool

You can find a meeting room which is best for you and your team with Spacepool. Our website features a wide range of coworking spaces and meeting rooms. These all have different layouts and various meeting room amenities. If you’re looking for something specific, you can filter for it on our website including location, space facilities and price. Find the perfect meeting room for your company with us today.