It is very frustrating to book a room only to find out on the day that something is wrong. It can be easily avoided by asking a few direct questions before booking the room.
Capacity and Layout
How many will the room hold? Ask the room to be booked out in the layout you require i.e. boardroom, theatre, cabaret style. There is a big difference in numbers for each layout. i.e. a room booked out boardroom style for 12 people may only hold 8 people in a cabaret style for a workshop style meeting.
Tech and AV Equipment
Find out exactly what is included in the room booking such as a screen or projector and whether it comes with HDMI connections or wireless connectivity. Also find out if there are whiteboards included and whether there is someone on staff that you can call if something breaks down.
Internet Reliability
Ask for the speed of the broadband and whether it is a dedicated line or shared with other people in the building. Shared lines can be notoriously slow in busy buildings.
Catering Options
Does tea, coffee and water come included within the price or are these charged additionally and does the venue allow clients to bring in their own food or is this something that is provided by the venue.
Accessibility
Is the room and the entrance to the building accessible for people with mobility difficulties? Under the Equality Act venues must consider reasonable adjustments for service providers, so ask specifically for what provision they make for people with mobility difficulties.
Cancellation Terms
How much notice is needed to cancel a booking or to rebook a space to avoid being charged.
Meeting Rooms Exeter is covered in more detail at https://exeter.nettl.com/meeting-rooms/.
A few simple questions before you book the room will save you from a lot of stress and allow you to focus on your meeting rather than the venue.
