Meeting Room Set Up Does Matter. 15 Tips For The Organizer
When you know what sort of meeting is coming, setting up the room in a way that best serves the meeting objectives is the next thing.
These are 15 tips for meeting organizer:
- For formal meetings, place the chairperson at the head of table. This will allow him/her to have best view and interaction with everyone on the table. (It will also make him/her feel important).
- To make everyone feel equal, a round table meeting set up is better. You may want to consider sofas or beanbags for a great brainstorm.
- Nowadays, some people like a stand up meeting for a short meeting. Standing coffee table would be nice.
- A bar stool would be great for a facilitator in long session.
- Prepared all the things might be needed in the meeting to avoid disruptions ahead of time. Laptop? In-focus? Screen? Microphone? Notepad? Pen? Water? Caffeine? Sweets?
- Create an inviting environment. Having potted plants in the room is common. Hang an interesting painting on the wall, or have a fish tank on the table if you want to make a different. Aromatherapy is simple but effective.
- Find a better place for pre-meeting reception, such as poolside or lounge.
- Use nametag that doesn’t ruin clothes. Avoid pins and double-sided tape.
- Energy food please. Caffeine and chocolate works well!
- Ease tension by having something light but fun and surprising, like notes on banana, hidden notes under the table to be discovered.
- Stimulate creativity by using colorful beanbags, soft toys, or posters for thoughts.
- Provide storage for jackets, valuables, and power outlets extension for mobile phone chargers.
- Extra marker is a must. Make sure the facilitator will not run out of ink midway.
- Encourage comfortable clothing, unless it is a formal event.
- Time reminder. Put a big clock in a prominent position.
