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Conference rooms must be tailored to meet the various needs of users - from size and layout to technical and legal requirements. Their equipment should promote comfort and effective communication. In this article, we discuss the key aspects you should pay attention to when choosing the right venue for your meeting.
Conference and training rooms – space for your meetings
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Book a room and organize a meeting →Types of conference rooms
A conference room is supposed to be tailored to the needs of the people who meet in it, not the other way around. Usually such places are arranged in such a way that it is quite easy to change their layout. This is how the conference rooms in Warsaw belonging to Biznes Spot are arranged. But certain pieces of equipment may prove to be impossible to rearrange.
A conference room for a board meeting of a large company is supposed to add gravitas to its participants. The furniture can be modern, but high end. It can also be furnished with antiques or antique styled furniture.
Startup team members will not feel comfortable there. For their meetings, poufs or even fruit boxes are more suitable.
Most companies offering conference rooms in Warsaw, stick to the golden mean between these extremes. After all, corporate boards usually have their own rooms, and startups will probably go to a pub.
What should be the layout of the conference room?
There are several of the most popular conference room layouts.
Theater, audience
In this arrangement, the conference room equipment is limited to chairs. All facing the speaker. With such an arrangement, the most people can be accommodated in a given space.
Horseshoe, U
This setting is suitable for formal meetings, for example, representatives of two companies. This arrangement facilitates communication. At the top sit the people conducting the meeting.
Conference layout
Here we have one rectangular, wide table. This layout is suitable for meetings of a rather small group of people.
Class
In this case, the tables and chairs face toward the meeting leader. This arrangement is used if participants need to provide tables for taking notes or performing tasks.
Round table
Rarely used layout, because it requires a great deal of space and special furniture that can be put together in this way. Emphasizes the equality of meeting participants. Used frequently in interstate contacts.
How many sq. ft. per person in the conference room?
As for the space per person in a conference room, we have some guidelines. EU standards stipulate two square meters per person. This is an area that allows one to feel quite comfortable, and at the same time gives a sense of participation in the gathering.
But this is not a rigid requirement and participants can be planted more densely or more loosely. Much here depends on the efficiency of the ventilation and, in summer, the air conditioning in the room. Space per person also depends on the arrangement of furniture during the meeting, as mentioned above.
Is there a minimum required height for a conference room?
This particular issue is regulated by law. There are standards for the height of rooms in which people are supposed to stay. They depend on a number of factors, such as the number of people, whether the room is on a mezzanine floor, what it is used for, whether there are harmful factors, etc....
The height of the conference room must be a minimum of 3 - 3.3 meters. It is permissible to reduce this height to no less than 2.5 meters in the case of the use of a supply system or air conditioning. However, it is necessary to obtain permission from the provincial sanitary inspector in such a case.
Sound system in meeting rooms - is it mandatory?
The equipment of a conference room must be such that it fulfills its role as a place where people pass information to each other. There are no rigid requirements here.
If it is a small conference room for a few people, there is no need to install a sound system in it. Of course, if we are talking about a conference room for dozens or hundreds of people it is necessary to install a sound system. If the participants of the meeting are to speak freely in the discussion, it is worth installing a teleconference system with a microphone available to each participant.
But since we're talking about conference room equipment, in addition to a sound system, it is necessary to be able to give presentations or display other content. The room should have a screen and a projector or a telebim installed. In small halls it can be a TV set.
What kind of lighting should a conference room have?
The basic lighting of a conference room should allow unobstructed reading at any point in the room. This is fundamental. It is good if the lighting can be dimmed and brightened smoothly. Another convenience will be the ability to divide the room into zones in terms of lighting intensity.
By the way of lighting, it is still worth mentioning the windows. Most meetings are held when it is bright outside. It can be assumed that this happens even in winter. Therefore, if the room has windows, it should be possible to effectively cover them. The harsh sunlight coming through the windows can even make it impossible to follow the presentation.
The conference room has long ceased to be the large room with a table in the middle and chairs known from the previous era. Now it must meet many other conditions, which is due to the development of the industry as well as technology. All conference rooms Biznes Spot meet the basic criteria and requirements. We also offer excellent conditions for conference room rentals and training room rentals in Warsaw, tailored to the various needs and expectations of our clients.
For companies looking for a comprehensive business solution, we also offer a virtual office with an address in Warsaw. This modern service combines a professional registered address with correspondence handling, a dedicated telephone line, and secretarial services. In addition, as part of the virtual office, we provide 8 hours of access to our conference rooms per month, which meet all the standards described above – from appropriate lighting and sound systems to the possibility of flexible space arrangement. It is an ideal solution for entrepreneurs who need a prestigious company image and access to professional meeting rooms without the need to permanently rent office space.
