Making Your Meeting Place Work For You

2008-03-19 10:37:36

( Real Estate )



Meetings are Important

A meeting is an important activity, though many people take it for granted. A meeting allows people to interact and exchange views and information about specific topics.

The key component of a meeting is the venue - the time, day and place. Regardless of the meeting's level of formality, you should choose a venue that would fit your purpose for having the meeting. You may not be able to attain the objectives of your meeting if any of these components are deficient.

Things to Consider in Choosing the Meeting Place

Convenience for all concerned is probably the biggest consideration in choosing a meeting place. This is not a problem if every participant works in the same area and has the same work schedule. But if you are meeting with people who come from other places or who have diverse schedules, then you need to set it at a meeting place and time that will be easy for them. An alternative to this is an online meeting place, where you can contact everyone through a video conference call or use online group chat.

The size of the meeting space will also depend on the number of attendees. While a conference room with a table may be good enough for ten people, an auditorium setup may be more appropriate for larger groups.

Meeting Place Equipment and Setup

Today's technology gives you more options in methods you can use to communicate to your participants during the meeting.

Ideally, you should have a large white board for writing, which can also serve as a screen for projecting images from your presentation slides or videos.

Make sure that you have adequate lighting in the meeting place, and that it has good acoustics. This will enable your participants to hear you or be heard when they share in the discussions.

You and other presenters should be standing or sitting at a spot where everyone can see and hear you well. Use the proper audiovisual equipment, especially a good microphone. For large meetings, you may also need to position several microphones around the room for the use of your participants.

Other Tips About Meeting Places

If you are expecting some participants who come from another city or state, you need to inform them way ahead of time about the meeting.

You also need to book the meeting place early on so that your meeting will not come into conflict with other group meetings. You should also set up chairs, tables and equipment at least a few hours ahead to ensure order and to prevent any delay in starting the meeting.


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