What to Look out for When Viewing a Meeting Room

Viewing a meeting room can be helpful in deciding if it’s right for you and your team or not. When visiting however, sometimes it’s difficult to know where to even begin. 

Room Size

When viewing a meeting room, you need to consider if the number of attendees you have will be comfortable in there. A large amount of people in a small space won’t feel healthy. Or if the seats are too close together, people might become irritable. The overall layout of the meeting room is something to think about too. If the space is big with a small TV, then people may struggle to see. The room needs to be laid out in a way where everyone can get involved and is able to take in any important information. White interior and large windows can contribute to making a room appear much bigger than it really is. 

Technology and Equipment Available  

What do you need for your meeting to run smoothly? If you’re planning to do a video conference, you have to make sure the meeting room supports this. If you need a phone, then you must find out if one is available. Every meeting room is different, so it’s ideal to double check what does and doesn’t come with it. 

Lighting

Natural lighting works well in a meeting room. Vitamin D from the sun can help to lift people’s moods and boost productivity. Picking a space with large windows will help achieve this.

The lighting in the room you choose may also depend on the atmosphere you want to create. Warm yellow lighting can reflect calmness. Brighter lighting can keep people awake and focused. Either way, it’s always a good idea to make sure the meeting room you’re viewing is well lit. A dark space isn’t welcoming and is less likely to impress clients. 

Services Available

Buildings which house meeting rooms often have other facilities too. This can include other workspaces like breakout rooms, phonebooths and private work areas. If you’re planning to stay for a whole day or even a few months, it’s good to investigate this. There may be other on-site facilities too including a gym, café and outdoor spaces.  

Accessibility

Are there public transport options nearby? If your meeting room is in a city, then many attendees will decide to catch the train or bus. If there’s a station within walking distance, then this makes commuting much easier. Some also choose to cycle. A lot of buildings which house meeting rooms will have a place for people to store their bikes. It’s smart to check that there’re facilities like bike sheds for this.

You need to make sure the building itself is accessible for everyone joining. If an attendee has a wheelchair and the meeting is on a higher floor, they’ll need an elevator. Before deciding on a room to view, you could send an email out to ask if anyone has any accessibility needs. This will help you be more certain that everyone is comfortable and catered for. 

Comfort

A room might look professional, but have hard wooden chairs that don’t feel great to sit in. If people don’t feel comfortable, then they’re less likely to concentrate and take in information. A part of this is the atmosphere too. Viewing a room will give you a good idea of this. Take in how the space makes you feel and whether it’s welcoming or not. Small windows, dim lighting and a messy environment can all generate a more negative feeling atmosphere.

Simply handing out water or providing breakfast can go a long way. Many meeting rooms will have something like this, with on-site cafes also being an option. 

Cost

You don’t have to pick the very first meeting room you find online for a viewing. There’re many out there of all different prices to compare. If you’re on a budget, make yourself aware of how many people are attending. If there’re more seats than you think you’ll need in the room you’re viewing, you might save money picking one with less chairs.

Discover the Best Meeting Rooms with Spacepool

At Spacepool, we have a large number of meeting rooms to explore on our website. They all have different layouts, amenities, sizes and facilities. You can use the filtering tool on our website to help you find exactly what you need. Uncover the perfect meeting room for your team and clients today.