Once in a while, you need to meet with your stakeholders and investors. You need to maintain that close, harmonious working relationship. You will have to discuss new plans and goals with them. When it comes to meeting like this, you should make sure that everything is planned down to the last detail. You cannot afford to have some troubles and minor lapses, which can affect the quality of the gathering. As a meeting coordinator, you may be busy with checking the attendees, streamlining the agenda, and picking the food and refreshments for the event. Of course, you should not forget that one factor that can also directly affect the quality of the meeting: the venue.
The feel and vibe of the meeting place are important factors to take into account. You ought to see to it that the attendees will be comfortable in the place. If you must go out and find a place that is not within the office, do so. It is also a great chance to give your attendees a good impression. If you are looking for the perfect meeting place, there are things you need to consider. Here are some of them:
The Accessibility
One of the most important factors that you need to look into is the location of the meeting venue. You want every attendee to come to the meeting, so you must make sure that it is just near and easily accessible. If you have a lunch meeting, it would be nice to have a meeting at a restaurant downtown (just pick an exclusive one). You have to see to it that the meeting venue is close to transportation terminals and train stations to accommodate attendees who will be commuting.
The Facilities
Your goal is to make the meeting comfortable and cozy, so you must make sure that the venue you will be shortlisting actually has the right facilities. For one, the meeting venue should have ample parking space. It should have a common area or a cafeteria where attendees can actually get their coffee fix and some refreshments. It should also have the right equipment, such as projectors and speakers, which will make the presentation a breeze. That way, meetings will be productive and efficient, and this may result in coming up with a good decision.
The Exclusivity
You need to make a good impression, especially if you are inviting clients and new prospects. You wouldn’t want them to be turned off from the get-go, right? This is why it pays that you pick a venue that has an exclusive reputation. For example, if you are having a meeting with clients in Europe, you may consider getting a chateau rental for business meetings in France.
The venue of the meeting has a direct effect on the quality of the conversations and comfort of your guests. This is why you should allot enough time when picking the meeting venue. It should not always be hard work, as there are always people and guides that will help you with it.
