We can help you source your next meeting room, conference venue or training room to match your corporate event requirements and budget.
ost companies have a number of meeting rooms or meeting spaces in-house, but space and availability are usually at a premium and sometimes it becomes necessary to book an external venue for the meeting.
It may be that the meeting is confidential and therefore an internal meeting room would not be suitable for private meetings.
DeSouza Associates are a corporate event organiser who can assist you with your meeting room/venues search for free, to help find that perfect space from training rooms to a private meeting room.
Our top tips to consider when booking a meeting room
- The space available
- The size of the audience
- The level of activity and interaction required
- Audience appeal – choose a venue that you feel will attract delegates to attend your meeting
- Does the room/venue reflect your company image? The chosen venue should remind delegates of your company vision
- Colour – perhaps you are looking for a creative space to encourage brainstorming
- AV – allow space for the AV you are planning
- Natural Light/Daylight
eeting room setup
The first thing to consider is the room set up or layout that would be most suitable for your meeting, training sessions or event:
These are the five most popular layouts:
BOARDROOM STYLE MEETING ROOM
Can be adapted to a hollow square layout.
Ideal for smaller meetings set up so that delegates can have a conversation around the table.
U-SHAPE or HORSESHOE MEETING ROOM
Similar to Boardroom style but only has seating around three sides. This is ideal if you are having presentations so everyone is able to see the screen.
Also ideal for smaller training events as it means trainers can walk into the U to interact with the delegates.
THEATRE STYLE MEETING ROOM
Theatre style seating facilitates the most people for a given size of room. This is a good set up for an audience who will be listening to presentations and do not need to make many notes or interact with each other. There is usually an aisle up the middle so that delegates can easily access their seats with minimum disruption.
CLASSROOM STYLE MEETING ROOM
Ideal for small to medium groups and is most regularly used for training as the layout allows space for laptops and paperwork.
Depending upon the size of the tables there are usually one or two delegates per table providing good workspace for everyone.
Ideal for examinations/course work and individual training.
CABARET STYLE MEETING ROOM
This has become the popular layout in recent years.
All delegates facing the front seated on round tables so that no one has their back to the presenter.
It is key to check with the venue the number of people that they will seat around the table – ideally it would be between 6 and 8 depending upon the size of the table
It is always worth remembering that cabaret style takes up a lot of space and therefore will require a large room. This style is ideal if you require groups to break out and have discussions around the table without the need to hire additional breakout rooms.