How to Design a Conference Room for a Better Event Experience
Photo by Jakob Dalbjörn on Unsplash
You should never underestimate the importance of a well-designed conference room. In order to realize why, you only need to stop for a moment to consider just some of its many functions. Here, you greet your clients so by achieving a sense of awe and grandeur while there, you might just be able to make a much better first impression. On the other hand, make a place too ornate and flashy and you’ll distract everyone from the topic at hand. This is particularly harmful to micro-events and office meetings, that an average office worker attends more than 60 each month.
Nonetheless, hosting a closed-door meeting is a simple matter that doesn’t require a conference room. An in-house conference, on the other hand, is a different thing altogether. That being said, here are several tips on how to design a conference room for a better even experience.
CHOOSE THE RIGHT ROOM
The first thing you have to do is pick the right place for your conference room. While sometimes you may already get a lease on the place with a designed conference room, most of the time this won’t be the case. Even if you get the section that seems ideal, you’ll still have to furnish it to the best of your abilities.
You see, while your company or corporate gathering may be fairly small, the need for a larger conference room is fairly realistic. Why? Because you A) need to plan for growth and B) need to consider the prospect of hosting others. This is why it’s a smart move to pick a bit different office and conference room, then further manipulate the space with the help of accessories like Screenflex room dividers.
CREATE AMBIANCE WITH EVENT LIGHTING
The next thing you need to take care of is the issue of light, which is one of the most important issues that you need to tend to. First of all, you should take this approach from the pragmatic point of view and invest in LED lights. First of all, they generate less heat, which could make all the difference in the world when it comes to an overcrowded room (like your conference room during an event). Second, they spend less power. As for the walls, you need to pick a non-reflective surface, due to the fact that the screen may play a vital part in the event in question. Don’t forget that you might also come to benefit from natural light, in a scenario where you host an event during the daytime.
Most importantly, overhead lighting is not necessarily the thing you’re aiming for. This is mostly due to the fact that every conference room has its focal point. For large events, organic light-emitting diodes (OLED) are also a viable option.
THINK ABOUT AMENITIES
One more thing you need to take into consideration is the fact that the in-house event isn’t a half-hour long meeting where everyone goes back to their desk afterward. No, it’s still a social event (even if it is a formal one), which means that you need to meet certain expectations, as a host. Install a refrigerator in the room, place some snacks on the conference room table and make sure that there is more than one recycling bin in the room. (Sustainability is so important!)
TRY IT OUT IN A SAFE ENVIRONMENT
Even though hosting an event costs a tremendous amount of time, money, and effort, it might still be worth your while to run a trial and see what happens. Simply make a mock-event, gather your crew and try seeing what it would all look like once the time finally comes. This can help you unveil some pressing issues that can be effortlessly resolved preemptively but would ruin the event otherwise. An hour before the meeting, you should also check if everything is plugged in correctly and if the remotely controlled devices are experiencing any issues.
CONCLUDING THOUGHTS
By following just these several simple steps, you’ll help provide a much better experience for your audience. In a scenario where this audience consists of potential investors, partners and suppliers, the future of your company may be closely intertwined with the success of this event. This is why it deserves your full and undivided attention.
Guest Author Bio: Leila Dorari is an entrepreneur, freelance writer and business-improvement enthusiast from Sydney. Currently, she is consulting companies on various effects different marketing solutions can have on their business. In her spare time, you can usually find her hiking with her furry four-legged friend.
The first touchpoint of your event, branded into one easy, convenient experience for your attendees (and event management team):