The comfort of a conference room can make or break a conference. Delegates expect comfortable chairs in a room at the right temperature so assessing the room is extremely important.

Here’s a checklist to ensure you tick all the boxes:

  • Does the room allow for different configurations?
  • Is there plenty of room at the front for your presenters?
  • Can everyone see the audiovisual screens and whiteboards?
  • Are the chairs comfortable, considering the length of the meetings?
  • How quickly and easily can attendees enter and exit the room?
  • Where are the access doors located?
  • Is the room well lit and can you dim the lights?
  • Is the room temperature separately controlled from the rest of the venue?
  • Is the room affected by external noise?
  • Is the room soundproof?
  • Does the room have natural light?
  • Are there any distractions within the room or in the immediate vicinity?

The above items shouldn’t be an issue in dedicated conference centres. However, it’s important to consider the limitations of the particular room as not all the conference rooms have the same configuration or level of equipment.

Remember that delegate comfort always comes first and is non-negotiable. There is no benefit in having unhappy attendees and not being able to deal with the source of the discontentment.

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The Conference Organiser's Guide

A complete guide for executive assistants and event organisers to successfully plan and run their next conference.

What it covers:

  • Understanding the purpose of the conference
  • Venue selection
  • Financial Planning
  • Conference management
  • Debrief and review

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