Setting up a Conference Rooms

Business meetings are usually arranged either for fellow businessmen by the executives of a company or for other business people who visit the company for various reasons. A conference room in the premises of the business house is used, if available, for the purpose. Otherwise, a meeting room or a conference hall is hired either in a public building or a hotel that provides the facility.

In the first place, a conference room has to be properly selected, depending on the nature of the business and the size of the crowd that is expected to participate. Once the meeting room is hired, then one has to analyze as to how the room has to be set up for the best effect and result that are required.

The key point to be noted here is that everyone who attends the conference has to experience the conference in the same way. Make sure that there are electrical sockets in the front area of the room.

Next, make sure that all of them are functional and properly earthed. The front end of the room usually houses the projectors, computers, and other electronic systems. Set these up near the sockets to avoid running wires. The wires that cannot be avoided need to be safely tucked under the carpet.

The tables are to be placed in the desired configuration before the chairs are put in place. In a conference room of a smaller size, say for about 20 participants, the chairs can be placed in a U-shape. If the meeting room is large and needs to seat hundreds of participants, the chairs are to be arranged in a manner that enables every person to see the center-stage just like anyone else. Placing the rows like in a theater would help.

After adding all the chairs to the conference room, make sure that the chairs are tucked in under the table to avoid the clutter and make it look more organized.

Keep the tables covered with the appropriate table linen and add pens, pads, water bottles, and flowers and fruit before the conference starts.

To arrange a conference room in a hotel, the conference banqueting manager has to be contacted. Such personnel work in hotels with conference facilities or convention centers. One of her/his main responsibilities is to liaise with the client, he would make the event timetable in detail, make all the necessary arrangements, and see to it that the event is conducted smoothly.

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