There are few things more disastrous than turning up for a meeting and finding that you have booked a far too small meeting room. On the other hand, a meeting room that is far too large for your needs can also cause problems as you struggle to create a focus for your decision making.
Count Attendees, Not Capacity
Maximum capacity for a room is usually shown for a ‘theatre style’ meeting with chairs set out in rows. However, a working meeting would require a number of chairs set up in a circle or around a table. Therefore, the number of attendees for a meeting of this type would need to be multiplied by two or three in order to find a room that is of the right size.
Match the Room to the Meeting Format
The space requirements for a one-to-one meeting would be minimal, but for a workshop or meeting for example, where participants are expected to move around, write on the walls, form into smaller groups, etc. then the space would need to be significantly larger.
Account for Equipment and Movement
Remember to factor in the space that equipment will take up (such as a projector or screen), as well as space for any items that you may bring with you, such as flip charts or catering.
Consider Room Shape
Long thin rooms can seat a lot of people but only half of them will be anywhere near the front of the room. A square room of the same area is far better for a meeting style that is based on discussion. Check out the dimensions of the room in addition to the headline size. If you want Meeting Rooms Exeter, https://exeter.nettl.com/meeting-rooms/ is a good place to start.
When to Book Smaller or Larger
A smaller room is ideal for decision-making style meetings where the focus is on the engagement of all attendees. A larger room is often preferred for creative sessions where attendees stand, move around and spread out materials to aid their thinking.
The right size of a meeting room is the size of the meeting.
