6 Essentials for Awesome Conference Meeting Rooms

Wednesday, February 7, 2018

By Kathryn Kosmides

Meetings

Meetings at conferences and trade shows can take place pretty much anywhere: hotel suites, coffee shops, booths, and those really drab grey meeting rooms in the back of the expo hall companies pay way too much for.

Regardless of where your meeting is, the most important thing is to create a cohesive, inviting brand experience that your prospects will remember.

Whether you’re a team of one or twenty, these tips on creating the flawless meeting space are high-impact, yet easy to implement.

1. Make It Cozy

Regardless of location, every meeting space needs to be immediately inviting and warm to your prospects. You want to make them feel comfortable and confident, not unsure and hesitant.

Is the temperature too chilly? Is there water and snacks? A phone charger? Pens and paper?

Event attendees are usually jumbled and in need of something. Take this opportunity to meet their needs, whether that’s a bottle of water or a notebook when they forget theirs.

2. Infuse Your Brand Personality

Meeting rooms are not known for their personality and comfort. Conference rooms are plain and hotel suites can be awkward. Your marketing team has worked too hard establishing your brand’s identity to have it brought down by boring and uncomfortable meeting spaces.

Teams of all sizes can infuse brand personality into meeting spaces, from providing simple signage in the hallway to point them in the right direction, having branded pens and notebooks on hand, or even just displaying your logo on the television screens.

You can take it to the next level by adding branded decor and food and beverages.

Consider every touch point as an opportunity to create a brand experience that makes everyone feel welcome.

3. Don’t Let Technology Let You Down

Whether you’re hosting meetings in a suite or in those expo floor rooms, you must be able to efficiently combat any technological letdowns.
This first starts in understanding the specs of the space (i.e. What kind of cords will you need? Do they provide WiFi?) so there are no surprises the day of the event.

The second part of being technologically prepared at meetings at events if by simply making it efficient. Display the WiFi network and password information so all of your prospects and clients can easily access it. Is there a process to login to it? Have a one-pager ready to explain the process.
And always have a backup mobile hotspot or other secondary WiFi option just in case the WiFi decides to not cooperate.

Basically, what we’re saying is, don’t take 22 minutes to mute a conference call.

4. Extra, Extra Read All About It

We’ve all been to the meeting that doesn’t have enough food, water, or what have it and it’s a free for all.

Make sure you always bring more than necessary (or at least know the closest store so you can quickly buy more if you run out).

With SummitSync’s meeting automation platform, it’s easy to track meeting locations and adequately stock your spaces with the right amount of food, beverages, and other necessities.

5. Don’t Forget to Say Hello

Have you ever walked into an event or meeting space and had no one greet you? You’re just standing there awkwardly waiting for someone to shake your hand and invite you into the space.

Entering the meeting space is the very first impression someone has with your brand. Greet your guests promptly, offer them something to drink, and ask if they need a charger or the WiFi password.

How you greet your clients sets the tone for the entire meeting. Take this time to check in with your attendees and solve any immediate problems. This will set you up for a great rest of your meeting.

6. Finish Strong

Make sure you’re prepared to enter all meeting notes into your CRM before you jump into your next meeting or keynote. If a great meeting happens but it’s never recorded, does it even really count?

While you’re at it, set a reminder to follow-up with them after the event.

Meeting Spaces Can Make or Break Your Event Success

Preparing your space for productive meetings can be as simple or complex as your brand and budget call for. Focus on providing an optimal, comfortable, and on-brand experience and you’re sure to be on your way to making the most out of your next event.

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