Tips to Pick The Best Meeting Room

Meeting Venues

In Australia, small businesses and family-owned firms account for nearly all of the country’s businesses. These businesses employ 44% of the total workforce and generate 35% of the country’s gross domestic profit. Central Melbourne created AUD104 billion in economic value in 2019, accounting for 24 percent of Victoria’s gross state product and 7% of Australia’s GDP. The city is gradually becoming a tech hub, too, as more startups appear every year.

The expanding business milieu of the city is consequently going to increase the demand for avenues for business meetings, conferences, exhibitions, and seminars. Finding the right meeting room may have a massive impact on how well your event goes, whether you are holding an internal company event, trying to impress a long-term client on a business deal, or interviewing for your potential employee. Hiring a modern, professional, pleasant, and well-equipped conference room improves your company’s impression as well as its performance. In Melbourne, a meeting venue for hire is available everywhere, but you need to pick the best one out of those.

Venues with dedicated conference rooms come in many shapes and sizes and are ideal for impressing colleagues and clients. How do you know which conference space is best for you when there are so many different room types, facilities, and sites to pick from?

You can pick a suitable place for the meeting if you follow the listed tips.

1. What is included in the package

When approaching a venue for a proposal, go over the specifics of the event and the activities you plan to deliver to get a clear image of all potential costs and fees. Inquire about the place’s fee’s inclusions. Are taxes and service included? Is there a charge for set-up or take-down? Is there a charge for linens, tables, or chairs? Are Wi-Fi and audiovisual equipment included in the price, or will they be extra?

2. Layout and space

Examine the space to ensure that it meets your event’s requirements. Is there a maximum capacity? Find out if the building can accommodate breakout rooms, a stage, or a networking area. When evaluating a location, the spaces outside the main conference room are sometimes overlooked, but they are also critical. You don’t want your conference to appear half-empty by reserving a place that can hold 300 people when you only have 50 people, so plan accordingly. 

3. Accessibility, parking, and location

Suppose your event or conference delegates are from another town or state. In that case, you may choose a place near the airport, railway station, or major transportation if your event or conference delegates are from another town or state. Find out if parking is available, are there any additional expenses, and whether alternative transit can be arranged. If on-site parking is not available, consider booking nearby parking for attendees or hiring a shuttle bus, Uber, or taxi.

5. Atmosphere

The mood or tone of your event can be created by the ambience and décor of the room. Consider this when choosing your setting if you need to make crucial decisions or establish a polished professional image. Consider places that can readily support hands-on or group activities or give off a pleasant atmosphere if you want to promote creativity or foster team camaraderie among your employees. Choosing an exquisite or exciting setting for an award ceremony or Gala is essential. In Melbourne, a meeting venue for hire is only possible if you book in advance; hence, select the place as early as possible.

6. Food and Drink

Determine what types of meals, breaks, snacks, or refreshments you will provide, as well as what your venue will provide. Is it better to have a sit-down meal or a buffet-style supper? Is the place able to accommodate particular dietary needs like gluten-free, vegan, or Halal? Is the food cooked on-site with fresh ingredients, or do you need to hire outside caterers? Is there going to be alcohol served? Before you set up the conference place, ask yourself these questions.

7. Audiovisual/Technology

AV (audiovisual) and Wi-Fi will very certainly be required during your conference to enable PowerPoint or slide presentations, movies, demos, or Internet connections. Microphones, projectors, screens, and special lighting may be required. Decide what your place can give, what is included in the charge, and what you will need to rent from a third party. It’s also important to think about who will support the tech/event, whether a venue employee or someone else. Inquire about whether participants will have access to charging stations and Wi-Fi and whether tech help will be accessible if they have trouble connecting.

8. Signage and branding

Find out what signage and branding options are available for your event or meeting throughout the property.

9. Reservations for lodging

When planning out-of-town corporate events or inviting teams from other cities, choosing a site that offers overnight housing or is close to a suitable hotel may be more convenient. If the place will not accommodate all of your guests, make transportation arrangements or inform them if you will be paying for taxis.

By sticking to these tips you can select the best places available in our city for your next corporate event.


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