Setting up a conference room can be really easy depending on the kind of event. Many different events are held in conference room like presentations, trainings, seminars, workshops, meetings and much more. Bigger offices have multiple conference room to accommodate various needs and requirements. There are a few things to keep in mind while seating up a conference room.
Choose the right room seating for the conference room. There is the classroom style, cocktail style, the u shape, and the oval shape. The theatre style is used for purely informative purposes, it utilities the space completely and is apt for times when you dont need to take notes. When notes need to taken and the conference is informative and educational the classroom style is used with desk and chairs facing the projector or board. The cocktail set up is with round tables all over the conference rooms when the session is followed by a sit down dinner or lunch. Then there is the long rectangular conference table that used for board meetings and is apt for open discussions.
If the conference room is going to host an informative or educational conference you have to make sure the public address system is working well the speakers are audible at the back as well. You may have to organise collar mikes for some speakers as well. If the conference needs audio visual support make sure they are working and the computer, pen drive, CD needed by the speaker is compatible with system you are using in the conference room.
The conference schedule and itinerary should be printed out in advance. The day to day schedule should be placed on a bulletin board next to the conference room and be a part of the conference kit. A conference kit usually includes literature pertaining to the conference topic, pens, notepads and other giveaways. Some kits include t-shirts and coffee mugs as well.
Other aspects to consider are
Registration on attendees and delegates
Making out catering and dining areas
Taking care of hygiene facilities like wash rooms and powder rooms
Organising a day care if possible
Providing parking facilities and security tags for the delegates
Making sure the conference room is ventilated and the air conditioner is at the right temperature.
taking care of their stay and travel for out station guests
You can opt for business lounges that have conference room facilities as well. They help you organise your conference and have all the facilities you need to have a successful and glitch free conference. For more information on conference rooms and business lounges you can visit http://www.bureaux.com
Having worked in an event management company for 4 years, Daniel Federer knows the ins and outs of the field. His articles about it are, thus, interesting and informative.
www.bureaux.com
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