Frequently asked questions about meeting venues
What room size and seating do I need for my meeting?
For small groups of up to about 10 people, a single boardroom-style table is enough; for 10 to 25 people, a U-shape or block seating works well. Larger groups need a plenary room plus breakout rooms. As a rule of thumb, allow about 2 to 3 m² per person with table seating.
What technical equipment should a meeting venue provide?
The basics are a projector or screen, stable Wi-Fi, whiteboards or flipcharts and enough power sockets. Hybrid meetings also need a camera, a room microphone and a reliable internet connection. Ask about bandwidth and technical support in advance, especially if participants will join remotely.
Which meeting formats need which room setup?
Strategy and decision meetings work best in quiet rooms with tables, while brainstorming sessions and workshops need flexible furniture, walls for visualising ideas and space to move around. For management sessions, a retreat free from interruptions is essential. Plan the room setup around the goal of the meeting, not just the number of participants. If your meeting grows into a full-day programme with plenary sessions and group work, read more under conferences.
How far in advance should I book a meeting venue?
For meetings without an overnight stay, a few weeks' notice is often enough. For multi-day meetings with hotel rooms, allow several months; conference hotels are a good fit here. Centrally located venues in big cities are in particularly high demand during the week. Being flexible on weekdays improves your chances of finding free rooms.
Room hire or day delegate rate: which makes sense for meetings?
For short meetings, simple room hire is often enough; for full-day meetings, a day delegate rate including technical equipment, drinks and catering is usually easier to manage. Check what is included in the price and compare offers by what they include rather than by the total alone. That way you avoid extra charges for equipment or refreshments.
