Meeting Room Hire

Make Your Meetings More Productive

When it comes to productive working, having the correct environment can be the difference between having staff who are involved and engaged or an office that lacks productivity. In this article we look at the common business issue of meeting room hire.

The same is true of meeting room environments. Meeting room hire could be a solution to improving your meeting productivity.

Your meeting rooms physical environment provides the backdrop for your meetings. Mood and productivity can be affected by everything from light and seating to the room’s layout. When creating a meeting space, what does it take to make a room pleasant and work-friendly?

We first need to consider exactly what a meeting room is, what is its purpose and how it’s used.

meeting room hire Brightfield Business Hub

What is a meeting room?

A meeting room is simply a room that’s set aside and is designated as a place to hold meetings. It’s that simple.

However, these days, the meeting room may also double as a place to hold lunch, training sessions, client meetings, brainstorming and/or strategy sessions. Somewhere big enough to accommodate a team of people and allow them to function in a task.

While the concept of a meeting room is simple, you can see that it has multiple uses. Keep this in mind as we consider different aspects that make for a great meeting room space.

Its about people

What do your employees need to feel comfortable as well as productive in a meeting room? When designing a meeting space, it’s necessary to keep in mind that humans will be using this space in multiple ways. The meeting space needs to comfortably accommodate your attendees.

People Considerations

Chairs: during certain types of meetings, people tend to sit for longer periods, so comfortable chairs within the meeting room are essential.

Meeting room chairs should be durable, yet attractive and ergonomically designed. If people have travelled hundreds of miles to attend a meeting, the last thing you want to do is sit them in an uncomfortable chair.

Look for chairs that are ergonomically correct, as well as comfortable, don’t forget to keep in mind that for longer meetings the chairs should include back support and armrests.. Wheels and swivelling chairs are also a good option, as they allow people to easily turn to see the person who’s talking, etc.

Colours: It is very subjective but colours have a strong impact on people.

If a room’s done in darker colours, most people may feel sleepy and the mood of the meeting may be more negative.

Lighter, neutral colours such as beige and white make the space appear light and airy, giving the room energy.

Are meetings confrontational, fraught and frenzied, consider a green meeting room. as green is considered helpful in managing stress. Blue as a colour is thought to energize and relieve stress.

Whatever colour scheme is used, remember that light colours energize and make people more productive, whilst darker colours will tone down the energy and mood in the room.

Shoooossshhh : a meeting room should be a quiet space.

Noise and activity can cause distraction, leading to loss of focus. Meeting rooms should be located in a quiet part of the building.

If this isn’t possible, you might want to consider using sound-proofing materials to make meeting rooms a quiet space. That way the focus will be on the meeting, rather than any outside noises and activities.

Lighting: if your meeting room’s are too dark or dim, this will have a negative impact on the energy and focus in the room. We tend to become sleepy and unfocused in a dark room, so make sure that the meeting room hire premises naturally light and bright

Be wary of meeting rooms with no windows that choose to use bright lighting. Depending on the lighting type within the meeting room this can be harsh on our eyes, and some people who are light sensitive may also have a difficult time such a bright environment.

Another area where lighting is important is whether or not the room will be used for visual presentations. If meetings will use a lot of AV then the capability to dim certain lights or turn off selected lights becomes more important.

Comfort, the right colours and lighting all go a long way in making a meeting room a great space for your meetings. Keeping these things in mind will help you select the right meeting room hire.

Meeting Room Layout

When it comes to a meeting room layout, there are many options available. You need to select a layout that will best help you achieve your meetings goals and objectives. You don’t have to stick with the traditional conference room setting, one large table surrounded by chairs.

Choose a layout to suit your needs.

U-shape:

Often used for smaller or mid-size meetings
This type of layout allows the speaker to easily move around the room and interact with everyone.
You’ll also see more group participation with this style.

Classroom:

This style is very popular and is often used for workshops.
It’s great for trainings and people who will be using their laptops and smart devices during the meeting for taking notes.
Note make sure that the meeting room has strong, free Wi Fi if the meeting attendees are using their laptops

Theatre:

As the name implies, this is a set-up similar to what you’d find in a movie theatre.
The seats are set up in rows, which makes the space easily accommodate more seating.
This style is often used for conferences, seminars, etc. where people are mostly listening and not taking notes.

Download The Meeting & Conference Brochure

Arrange A Visit To BBH

Check out the Meeting Room and Conference Facilities

Furniture & Equipment in the Meeting Room

Meeting room furniture is normally furniture simple and flexible in order for the room to be adapted to the desired meeting room layout. If you know that a meeting room will only be used in boardroom style, then boardroom specific chairs and desks can be utilise.

In a meeting room, rather than one long table, by using two or three (or more as needed) shorter tables. Shorter tables can be set up as one long table, or placed in various positions, depending on the layout style you choose.

This makes your meeting room space more flexible and usable. Many meeting room and conference venues will have tables that fold easily and are easier to move around.

Some meeting rooms may include couches and coffee tables these give a meeting room a more friendly, relaxed feel as well as providing additional seating.

Meeting room equipment normally includes, a screen for presentations, access to a printer, flip charts, whiteboards. As previously mentioned excellent Internet connectivity in meeting rooms is considered a necessity.

A meeting or conference room is a space that can be used for a multitude of uses. Everything from traditional meetings, to a space used for meals, brainstorming, and more.

If your business has the requirement for any of these activities, but doesn’t have the space within your existing premises then think about meeting room hire.

With meetings keep in mind that your employees / clients / suppliers need a comfortable, ergonomic-friendly space to help them stay focused and energized.