A resourceful meeting and conference room is one of the most basic and critical infrastructural facilities that a business requires.
Whether you want to hire a meeting room for a team building exercise, or using video conferencing facilities - zeroing in on a dedicated meeting room for your business requires close inspection of several basic aspects relating to space, flexibility, technological infrastructure, and allied services.
While the nature of the meeting influences the type of meeting room you will book, broadly speaking, one should look out for the below-mentioned common features before hiring:
• Business location
Choosing a centrally located, well-developed and easily commutable location for your meetings is extremely critical. If your team members are travelling to the venue, you want them to be able to locate and reach the place easily. Hence, you need it in a prominent area.
Lookout for facilities closest to financial hubs and cosmopolitan areas and that offer easy transit facilities. If your guests require parking facilities, accommodation, meals, and travel assistance, a prime location is indispensable.
• No. of people to accommodate
How many people are expected to attend the meeting? You do not want to book a meeting room that is too cramped or unnecessarily large. Consider the optimum number of people you might need to accommodate at any given time and hire accordingly.
Another choice you need to make is regarding the layout of the meeting room - do you need a circular room or a rectangular one. At times, certain team building activities, presentations or video conferencing might require specific room layouts.
• Technological Support
Business meetings can require all types of communication and technological aids.
An ideal meeting room should offer you basic infrastructure like Audio/Video conferencing facilities, a projector, docks for LAN connections and Wi-Fi facilities.
In case you are expecting your overseas team members to join you - It might also be a good idea to have universal power cords and conversion cables handy.
Some of the other aspects that one needs to consider while booking is the availability of on-site technical assistance for setting up and connecting various devices, printing facilities, electronic whiteboards, and other office stationary.
It is customary to have several breaks and recess between meetings. If you are expecting a long meeting or several rounds of discussions, it might do good to check if the meeting room you hire has an in-house facility for serving meals and refreshments for your guests.
Excellent hospitality and housekeeping services with an excellent hygiene record should be considered while choosing a venue for your business meetings and conferences.
• Visit the Venue or Check for Reviews
A visit to the venue can answer most of the questions raised above. A way to find out about the ambience of the place and the nature of the staff is by checking it out personally.
In case the venue is newly added to your list, you can ask for a review from other companies that might have previously held meetings there. Their experience/reviews can help you decide if the place is suitable for your requirements.
Independent online review forums can also provide a fair amount of information about the facilities on offer.
Avanta for meeting rooms and conference centers in New Delhi
If you wish to book a meeting room in Delhi, you don’t need to look beyond Avanta India’s Business Centre at Barakhamba Road, Connaught Place.
Avanta brings to you dedicated meeting and conference rooms in the heart of New Delhi. Connaught Place is the most prominent and easily accessible area in Delhi - a perfect location for scheduling a meeting and even entertaining your guests.
The opulent and resourceful meeting rooms on offer are the most sought-after properties in
New Delhi. These provide the most complete setting for presentations, meetings, conferences, and training courses.
Other facilities on offer are:
• Audio or video conferencing on demand
• Free event coordination and catering
• Air-conditioned rooms
• Wi-Fi enabled areas
• White boards, plasma screens and projectors Etc