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8 Ways to Make the Most of Your Meeting Space

As a leading provider of meeting facilities in Melbourne, we know renting meeting rooms in Melbourne for your meeting or business event is an excellent way to create a space conducive to accomplishing your goals.

1. Ask for Staff/Attendee Input

Before the meeting, ask staff/attendees for input about what they would like to get out of the meeting as well as their preferred room layout/structure. Should speakers come up front, or would a round table format be best? Should there be smaller breakout groups? Encourage attendees to write their ideas down and submit them before you will begin finalising the details.

2. Brainstorm and Plan Ahead

The idea phase is a time for listing anything and everything that might be addressed in the meeting as well as room layout ideas. From there, pare it down to essentials and create a cohesive plan/itinerary for the meeting. Make a comprehensive list of all essential room elements and supplies you will need as well.

3. Partner with a Pro

Don’t leave your meeting facilities in Melbourne, and the venue rental to chance; partner with a proven leader in meeting room hire.

4. Set the Tone Early

The first five to ten minutes of the meeting will set the tone, so plan this portion carefully. Consider relating the meeting agenda to a recent news item or talking point from a current business bestseller book related to the objectives of the meeting. Let this opening approach inform your room layout and setup as well; for example, a more dynamic opener will have more impact if the speaker is standing. For more sensitive topics, having everyone seated can be more conducive to progress.

5. Confirm All Necessary Room Elements

While the venue may have everything you need available — tables, chairs, a podium, audio-visual equipment, and more — it’s up to you to determine what you will need, communicate it to the host, and confirm that it is all in place before your meeting begins.

6. Make the Most of Wall Space

Whether using a projection screen, blackboard, whiteboard, signage, charts, graphs or all of the above, arrange them in a way that is visually pleasing and maximizes available wall space without being too cluttered. Most people are visual by nature and will have an easier time staying focused and retaining the information with the help of visual elements.

7. Designate An Impromptu Meeting Area

For larger meetings lasting half a day or more, consider partitioning off a corner or small portion of the room as a space for small breakout meetings and/or for attendees to make or take relevant business phone calls.

8. Coffee and Catering

Longer meetings can benefit from having coffee service, light snacks and catering on hand.

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