If you’re the person responsible for finding the best meeting room for your business meeting or seminar, there’s probably a lot of weight resting on your shoulders. Many hotels have up to date contemporary facilities for hosting corporate events, but the final decision rests with you. So, to make life easier – and to help you make the right choice – here are a number of factors you might consider before making your final decision.

Delegates may be traveling from far and wide to your meeting so look for a hotel that is well connected in terms of road and rail links. Many city centre hotels have restricted space for parking so find out if the venue has an adequate car park – and whether you have to pay extra to use it – as this can have an implication on the final cost.

It goes without saying that everyone wants the best value for money – so make sure the meeting room rates you’re offered are on a par with similar venues in the area. Check online, make a few calls or visit the hotel yourself. It can be difficult finding like for like quotes as some venues simply offer a basic room whilst others are prepared to go the extra mile and provide all sorts of incentives. A personal visit is often a wise move – that way you’ll be able to have a tour and get a feel for the place. And if you then decide to go ahead and book, make sure you get a written itemised quotation to save any arguments down the line.

If you require specific equipment for your meeting room make sure you have all the information to hand when you make your booking. Don’t simply assume everything will be provided – you may end up with only a basic room and a few chairs. If you need whiteboards, projectors, pens, papers or any other equipment relevant to your event, make sure they’ll be available on the day.

On the other hand there’s no point paying for a service you won’t actually use – you can probably wave goodbye to any future pay rise if you’re seen to be wasting company funds on all sorts of unnecessary extras.

If you’re going to be using the meeting room all day, you’ll want to stop for a break or two. Many hotels offer separate rest areas with all day complimentary drinks and snacks for delegates and this can be a great way to relax and unwind. It also means you can start and stop whenever you want and don’t have to constantly clock watch for drink breaks.

If you intend dining at the hotel, do ensure your requirements are met beforehand in terms of timings and also of any special dietary requirements that your delegates may have.

Finally, make sure you get there nice and early to ensure everything’s as you wish it to be. It’ll give you time to iron out any unexpected problems and will ensure your meeting runs like clockwork.

Author Bio: Dave Matthews is a freelance writer, writing on behalf of Kettering Park Hotel, offering premier meeting rooms and conference facilities in Northamptonsire.

Category: Business
Keywords: business, hotel, meeting, room