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Consider these four things when booking an all-day meeting

You’ve got your agenda, your guest list and a date. All you need now for your all-day meeting in London is a venue to host it.

But before you commit to booking your meeting room, there are four considerations you need to take into account to ensure your day is as successful and well-planned as possible.

1) Refreshments

If your guests are going to spend all day in a meeting, you need to ensure they’re well catered for. So consider what type of refreshments the venue you book is able to offer.

These can include some or all of the following:

  • Welcome tea and coffee and breakfast fruit and pastries
  • Water on table
  • Mid morning tea, coffee, biscuits and fruit
  • Working lunch
  • Mid afternoon tea and coffee
  • Post-meeting drinks
  • Dinner

If you want to keep energy high and avoid the sugar slump, you could replace biscuits with healthy snacks such as crudités.

Most meeting venues will be experienced in providing refreshments for all-day meetings and will be able to advise on quantities and suggestions on the type of food and drink your guests may appreciate.

2) Equipment

Before you book a venue, ensure that it has the equipment you’ll need for your all-day meeting.

For example, will you need to show presentations? Do you need conference call facilities? Here’s a quick checklist of some of the equipment and services you may need to think about:

  • WiFi access
  • Overhead projector
  • Slide projector
  • Film projector
  • Projection stands
  • Remote control for projectors
  • Screens
  • Video equipment
  • Teleconferencing equipment
  • Microphones
  • Flip charts
  • Notepads and pens
  • Lighting
  • Loudspeakers

Also check that the venue has the right cables and/or sockets for any equipment you may be bringing (and if not ensure you bring any adaptors and cables needed with you on the day).

3) Accessibility

How will your guests get to and from your all-day meeting? Before confirming your meeting space, it’s important to consider accessibility.

For example, if people are traveling by public transport is there are station or tube station nearby? Or is it on a bus or tram route? If they could be driving, is it near a reliable road network, and is there parking nearby?

If your guests are coming from further afield, how close are your shortlisted venues to an airport? And how will they travel from the airport to the venue? Will they need overnight accommodation before or after the meeting, too? And if so are there any options nearby?

And finally, if your guests want to wind down after their all-day meeting, are there plenty of entertainment and dining options nearby?

The last thing you want is a perfectly planned meeting in a venue that’s too out of the way for most guests to reach easily.

4) Packages

Most meeting rooms in London will offer a day delegate rate for all-day meetings. But again, before you commit ensure you know exactly what your package includes.

Enquire exactly what each venue’s day delegate rate covers. For example, is it just the meeting room? Or is the set up, equipment, and refreshments included?

What may seem a reasonable day delegate rate at one venue can soon become expensive when you add in all the extras it misses out compared to another one. So if you’re comparing London meeting venues ensure their packages include the same items, and if not how much extra it will cost to add them.

Plan for success

With the right planning, your meeting will go smoothly – and half the success in planning is picking the right meeting venue. So take your time and ask the right questions before committing.

For more information on how you can host your next event with us, or learn more about our unique venues, contact the Imperial Venues team.