How To Choose A Meeting Room

At Kettner Creative we work hard to make every event a success. We have found that when we have been invited to the planning process earlier, the event has a much higher production value (without increasing the budget substantially). We have a lot of experience in planning meetings and have discovered that the venue choice can either be one of the best or one of the worst decisions that an event planner can make.

Here is a list of things that we think you should consider before booking your next meeting room.

  • Room Size: Make sure that the room is appropriate for your audience. Consider that the Audio Visual (A/V) equipment can take up 10-15% of the room. The screen, projection equipment, drape, tech table, speakers, and lighting can all take up valuable space that will have an effect on how many attendees can fit in your venue.
  • Ceiling Height: Recently there have been several situations where our 9×12 projection screens would have been the ideal setup for the amount of attendees at a conference. Unfortunately, the ceiling height in these meeting rooms did not allow for these screens to be installed and we needed to come up with a less-ideal solution.
  • Power: Check the power sources that are available in the room. Wall power isn’t always enough for the A/V equipment that the client wants. Check with the venue to see if there are additional power sources available and if there is a charge for additional electrical usage. Depending on the venue, this can be a hidden cost that isn’t discovered until shortly before the show starts – always ask ahead of time.
  • Obstacles: Sometimes there are pillars and other obstacles that cannot be moved, these are obvious and are often discovered upon the first site visit.  However, obstacles like chandeliers can effect ceiling mounted projectors and stage lighting.
  • Shape of the room: Can everyone see the stage from every seat in the room? The shape of the room is a primary factor in deciding the stage position.
  • Entry & Exits: Where are the exits relative to the stage and other key elements in the room? How will this effect the ability of your audience to discretely enter/exit during a presentation.
  • Lighting: Most rooms have lighting controls inside them. Will we have control to them during the event? Is there a code or any information that we will need so we can operate the lighting?
  • Rigging: If your event requires rigging, find out if rigging is available in the room. Is there a charge for it? Will it require a scissor lift? How much will this cost?
  • Temperature: Temperature controls are unfortunately one of the biggest issues we see on a regular basis. Where is the thermostat located? Is there someone who understands the venue’s system? Will they be available throughout the event or can they train us on how to use it?
  • Access:  For larger events, it is useful to gain access to the room on the day before the event to make sure that everything is setup correctly. If your conference is a multi-day event, make sure that you have access to the room on a 24 hour basis and that the room is secure when you do not need it.

At Kettner Creative, we  have a wide range of expertise in making your event a success. Event start with planning, and preparation. Please don’t hesitate to contact us if you are planning an event, we would love to help.