What are the Tech Considerations When Hiring a Business Meeting Venue?
We live in a digital world. And even though physical meetings are still the most productive, you need to be able to integrate technology seamlessly to enhance the value you can get out of a meeting. You will need to collaborate, discuss, share files, and even loop in those who have not managed to attend the physical meeting. This means that before you choose a meeting room hire London, you need to address several tech considerations.
In this guide, we’ll run you through the most important.
Internet Connectivity and Network Infrastructure
Internet connectivity is the backbone of all modern meetings, so it needs to be your first consideration. Pretty much every meeting room will offer you a connection, but you will also need to assess it in relation to the people and needs you have. Will you only be accessing online resources, or will you need to videoconference with others? Are there any files that might need sharing?
First, ask the host about the quality of the internet connection in terms of speeds. You can then enquire about the bandwidth, as this is important when every attendee takes out their laptops and tablets. It’s an even bigger consideration if you will be sharing data with each other.
Besides bandwidth and speed, enquire about the reliability of the connection. You can also consider Ethernet ports for attendees or presenters who need a higher bandwidth.
Audio-Visual Equipment and Presentation Tools
You will need audio-visual equipment and presentation tools to convey your messages and collaborate on issues. Before you select a meeting room for hire, you can enquire and then physically visit it to inspect whether they work as expected. Note that different equipment will have different capabilities, so ensure that the room you select meets your needs.
On the minimum, ensure you have projectors, screens, microphones, sound systems, and lighting controls. If you want more advanced tools, you can consider a room that offers interactive whiteboards, touchscreen displays, and digital annotation tools. These will help everyone presenting interact with the content easily.
Video Conferencing and Remote Collaboration Tools
If you plan on having a hybrid meeting where some participants will be remote, you need to prioritise video conferencing equipment. These are tools such as monitors, webcams, and dedicated video conferencing software. But before you tick them as ‘present,’ these tools need a bit of testing to ensure that you know exactly what you will get.
The video may not be clear, or the internet may not be strong enough to support seamless video conferencing. Performing some test calls will allow you to assess the clarity of both audio and video, as well as the ease of use and reliability. If you experience any issues, ensure you address them before the meeting.
Besides the quality, you will also need to consider the integration of the whole set-up with the rest of the meeting. Simply having the audio on the monitor will most likely not be enough.
Technical Support and Assistance
Technology can always fail, and more so when you are in a new environment. This can affect your business meeting in a big way, so you need to ensure that you have technical support on standby. If the venue offers on-site technical staff, that will ensure that any issues you experience will be sorted out immediately.
If it doesn’t, you need to plan for technical troubleshooting by ensuring one of your attendees has the necessary skills and knowledge to deal with any issues. This way, you can ensure that your meeting proceeds as expected and helps achieve the desired outcome.