Allow time for set-up and rehearsal and allow time between sessions to re-set meeting rooms. Book all meeting rooms in 24 hour time blocks. Verify when presenters will arrive and if they need rehearsal time before their scheduled start time.
1. Seating Plan. Are the tables and chairs arranged in the correct manner for the meeting format? Is the size of the room adequate for the number of people who will be in attendance? Are there removable walls and is the room sound proof from adjacent rooms and the foyer? Movable walls are not usually soundproof. A soundproof solution is to run two parallel air walls to create a narrow corridor between them
2. Location of additional chairs. Check that extra chairs are available and easily accessible.
3. Room Temperature Locate the room climate controls (air conditioning/heating). Start with the room cooler than usual, the room will warm-up with more people in the space and once the doors are closed.
4. Teleprompter, translation equipment and Audio-Visual Make sure that all of the equipment needed for the meeting is on-site and ready to go.( Hand-held microphone with stand, lavaliere microphones, white board...
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