When it comes to meeting rooms and spaces for hire in London, you're spoilt for choice. Whether you’re meeting for business or pleasure, it’s essential that your meeting facility meets your specific requirements (excuse the pun!). Here at Tagvenue, we have a great selection of professional London meeting spaces, from high spec conference venues to modern boardrooms and light-filled function rooms. Your ideal London meeting venue is only a few clicks away.
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The benefits of face-to-face networking at meetings, functions and other business events shouldn’t be underestimated. Successful meetings create a sense of camaraderie, foster collaboration, win new customers, close deals, develop high-performing talent and serve as education platforms. In comparison to conference calls, traditional meetings in rooms are generally shorter and have higher levels of engagement with fewer misunderstandings.
Whether you’re meeting to brainstorm, solve a problem or build relationships, getting together in the right venue is a whole lot easier with our smart venue search engine. Just let us know what you’re searching for and we’ll do the legwork for you. Perhaps you’re after a professional interview space near Euston Station, a London breakout room for a team-building session, or maybe you’re on the lookout for a seminar room with a view over central London – no matter what you have in mind, our venue experts can recommend a meeting room that matches your individual needs.
You can make the most of your meeting by nailing down your key objectives early and planning with your purpose in mind. But before you get into the nitty-gritty details, make sure to check out the top meeting trends you can expect to see over the coming year.
Think about the wellness of the participants. Fitness breaks, smoothie stations and customised menus that accommodate dietary preferences could maximise and sustain energy levels of meeting participants.
Consider how to boost delegates engagement. Try incorporating video conferencing, live polling and pre and post-event web content.
Lately, for meetings of all kinds, there has been put more importance on impressive event technology. Event organisers can now choose from dedicated event apps with real-time social media integration, special keynote webcasts, touchscreen screen technology and virtual meetings options (via Skype, Google Hangouts, Facetime, etc.) Decide what technology will be useful for your type of meeting and choose a meeting venue that will support your needs.
For more information on how to organise a successful meeting check out our handy meeting planning checklist.
When hiring a meeting room, remember to consider your budget and how the venue prices its space (is it by the hour, by day, or maybe by session).
Don't forget about the convenience of the location (distance to the airport, public transport connections, parking facilities, disabled access) and the capacity. Look at the number of attendees you expect, because choosing a London venue that will just accommodate the number of people you anticipate will help give your meeting the right energy.
Think through any cancellation policies alongside your catering needs and whether the meeting venue is able to cater to special dietary requirements.
Consider the type of meeting space that will best suit your event. Do you need a last-minute meeting room in central London, a conference venue with accommodation for out-of-town attendees, a computer & IT training room with teleconferencing facilities, a large ballroom for a charity gala or a meeting venue with breakout rooms that will facilitate small group communication?
Furthermore, consider which meeting facilities you will require, computers, WiFi, mics, projectors, flipcharts, space for exhibits, outdoor space, kitchen facilities, natural daylight etc., and whether you need someone available on the day for technical assistance. Take into account the time of your event (day, evening, weekend), how long you’ll have access to the venue before your meeting is scheduled to begin and how quickly you’ll need to be packed up and out of the venue at the end of the session.
To host a top-notch meeting avoid surprises when booking a venue or working with vendors by getting all agreements in writing. Communicating with suppliers and arriving at the venue early is a must, so you have plenty of time to set up and check last-minute arrangements.
Make sure to test computers, internet connections, projectors and other A/V equipment in advance (and if you’re showing a PowerPoint presentation, have it saved in three formats – PC, Mac and PDF), just to be on the safe side.
Schedule regular breaks, especially for half-day or all-day sessions (rest breaks every 60–80 minutes are ideal) and don’t forget about connectivity, especially if millennials will be in attendance (provide wireless internet at your event, even if it’s not essential for your meeting itself).
While this seems like a lot to consider, the more answers you can get from the venue manager, the more prepared you’ll be. Having a solid plan for the day will help your meeting, conference or function run smoothly and ensure attendees get the most out of the session. More importantly, it will guarantee that valuable group time is spent productively, making it faster to solve problems and reach key objectives.
Facilitating a group session is no easy task. Leading a conference, meeting, seminar or training session is a balancing act, requiring you to keep your audience alert while covering all the essential information. It’s also important that you guide your group in a constructive way while remaining objective, open-minded and fair.
It will be easy to host your meeting with flair if you ask for input about who should be at the meeting and let attendees know why they’ve been asked to take part, so they can come fully prepared. At the beginning of the meeting, you can provide some background information about the topic, what will be covered and what the objectives are and engage attendees by presenting material in a variety of ways (cartoons, videos, PowerPoint slides, etc.). Make a good first impression by preparing well-packaged, value-adding materials and bring your material to life by including relevant personal anecdotes or interesting case studies.
Don’t forget to encourage participation and active learning by incorporating activities into your session (Q&A sessions, role play, trivia etc.) and remain fluid with the agenda if attendees are making progress outside of the time parameters. It is important to leave plenty of time for questions (but be careful not to let the discussion digress) and ask for feedback, whether it’s via a web-based tool, like SurveyMonkey, a follow-up email or an old-school printed feedback form (remember that feedback works best when it’s written and anonymous).
Think about what information you want attendees to leave the meeting room with, and be sure to include your website, email address or Twitter handle on anything you want participants to connect back to you.
There are some things to avoid when holding a meeting. Consider the following:
Found an amazing venue within 10 minutes of looking! Really happy :)
I came across Tag Venue completely by accident and Sarah was unbelievably helpful in saving me valuable time and conducting the search on my behalf. I would not hesitate to use Tag Venue again.