Meetings Rooms London

Planning a meeting can be stressful. You’ve got lots of different team members’ diaries to contend with as well as making sure that the meeting is as productive as possible. Luckily for you, we know a thing or two about planning a meeting, so we’ve put together a list of all the things you need to consider to get you started. From the venue to minute taking and everything in between, we have got you covered. Welcome to the pocket guide to meeting planning!

Pick a date

Before you can start looking for the perfect spot to host your meeting you need to secure the date in the diary with your potential attendees. Hold the date with all the invited attendees by sending out calendar invites to everyone and letting them know the time and date of the scheduled meeting. If you have any changes in Guest numbers throughout your meeting planning process then make sure you let the venue know as soon as possible so they can make any necessary changes.

Location, Location, Location

Now that you’ve got a hold on a date that suits all your important attendees, it’s time to find a venue that best fits the brief! First and foremost when planning a meeting you need to consider where the event will be held. If it's a brainstorming session with your team and you just need a change of scenery then you probably will want somewhere within walking distance of your office. Look for somewhere quirky and comfortable to help get the creative juices flowing. Check out some of our brilliant brainstorming Spaces for inspiration.

If you are meeting important clients you want somewhere that's ideally half way between both HQ's (or slightly closer to theirs if you're really trying to impress). Luckily enough London is swimming with meeting rooms so finding one in the right spot shouldn't be too much of a task. Once you’ve found the perfect Space and your chosen date is confirmed with the venue, we recommend sending around a confirmation email and then a reminder email three days before the event.

Capacity is key

There is nothing worse than a large group of people squeezing into a room that's too small for a long day of brainstorming. You want the room to be big, bright and comfortable to help inspire the team. Always book a venue that’s comfortable for the maximum number of attendees, you may have drop outs on the day but having more room is much better than not enough!

Facilities Checklist

Make sure you are fully aware of all the facilities the meeting attendees might need. Is there anyone who may need lift or disabled access, for example? Speak to the team at the venue about anything you’ll need them to arrange; they are always happy to help but some may need more notice than others to adjust the Space for your needs. You don't want to get to the day of your meeting and realise that a necessity isn't available so make sure you think ahead and communicate with the venue.

Think about your equipment

What equipment will you need for this meeting? A lot of meeting rooms will have some form of AV equipment available but make sure you work out exactly what is on offer and whether it is included into the room hire or minimum spend so you don’t incur unexpected charges. We always recommend testing the tech equipment before the event so you know how to set everything up on the day. That way you don’t need to keep the attendees waiting to start while you scramble for the correct adaptor for your laptop! Remember, the team at the venue are on hand to help, so be sure to check anything with them for peace of mind. Another helpful tip is to always bring two of everything you may need to connect your laptop to a screen or projector. There’s nothing worse than having to make a quick dash to the nearest computer shop to buy replacements on the day. Always best to back up any presentations on a USB or email too - just to be safe.

Don't forgot those T&C's

Be sure that you and all your guests are clear on the venue's rules and regulations when it comes to hiring meeting rooms. Some venues may not allow you to cover the walls with all your creative mind maps so maybe find somewhere that has large whiteboards where you can scribble to your hearts content.

Another common rule is that you will be liable for any damage or loss of equipment at the venue. So if you’re using any of the AV equipment within the Space be careful with it as you don’t want to be left with a hefty fine at the end of the day.

What's on the agenda?

Plan your meeting structure beforehand and make sure you have prepared any necessary documents or presentations you might need. If possible, try to send the meeting breakdown around to other attendees so everyone is on the same page from the beginning. Be sure to answer any questions from attendees beforehand in regards to the structure of the day. If you’re planning on having any guest speakers or presenters at your meeting then make sure you keep them in the loop too!

Once your guestlist is confirmed you should send around an agenda the day before so everyone is up to speed with the proceedings of the day. Making sure everyone is briefed before the meeting will ensure everything runs as smoothly as possible.

Need a break?

If you're planning an all day meeting, a big brainstorming session, or a creative workshop, you want to make sure the venue has some peaceful breakout Spaces for your attendees to visit at certain points during the day. Spaces may include a peaceful garden or terrace where attendees can get some much needed fresh air, or a quirky lounge area for them to sit down and enjoy a much needed coffee break. Often you don’t have to pay extra for access to a breakout area, so make sure you double check this with the team at the venue.

What's on the menu?

It’s always wise to check whether the venue has catering facilities either onsite or nearby at some point your team are going to need a break! Be it light refreshments of tea and coffee or a big lunch to keep them energised for a long afternoon, make sure that there is something nearby and accessible to keep your attendees happy.

Consider how you would like to plan your day. You want to make sure there is an equal amount of time in between your morning and afternoon coffee breaks and your main meal. Check in with your chosen venue to see the variety of catering options they might have available and also try to remember any dietary requirements of attendees. You want to make sure there’s something for everyone, taking into consideration any dietary requirements like allergies or personal preferences.

If the venue you’ve chosen doesn’t have catering options then there are always alternatives! Feedr are an amazing catering service where you can get fresh food delivered straight to your office from London’s best caterers and restaurants. Ordering in some delicious fresh food will add a really nice touch to your meeting and their delivery service means that it’s one less thing for you to worry about organising.

Meeting minutes

Make a note of everything discussed in the meeting so that you can go back over it at a later date and review what was discussed and what tasks need to be actioned. Trying to write down notes throughout the meeting can be tiresome and not always effective. We recommend recording the meeting which will allow you to listen to the discussion as many times as you want. You can then type up bullet point notes from that recording to circulate around to the attendees as a follow up.

We hope this guide makes meeting planning a breeze! If you want some more great meeting advice then check out our blog piece on How to Take Minutes in a Meeting from the amazing team at Tips for Assistants. As always, if you need any event advice then check out our blog here which is full of some great tricks of the trade.