How To Select The Right Meeting Room

Jan 28, 2020

How To Select The Right Meeting Room

If you’re planning a conference or event soon, how do you decide which space is right for you? In DCUs multiple conference venues, we have a huge variety of event spaces depending on the style and size of your specific meeting. The problem may be choosing the exact meeting room that best suits your Dublin event. While our staff are always on hand to help in any way we can, you will need to provide some basic information to help you make an informed decision.

Initial enquiry

Before you arrange to view a venue or contact an events team to enquire about space, you should do some research on the type of event you’re hosting. What are the requirements from the venue that are absolutely essential and what can you do without? You’ll need to figure out what the attendance will be for your event and ensure the event venue can hold that many people. If you’re expecting a small turnout, do they have a room small enough to hold a smaller meeting comfortably? Is your event a conference, a talk, a seminar, a brainstorming session or a discussion? Each type of event has different requirements.

Location & Accessibility

The location of your meeting venue is as important, if not more so, than the meeting room itself. Some of the questions to ask when deciding where to hold your event are; what are the on-site facilities? Is there secure car parking available? Can non-drivers access the venue with ease using public transport or bicycle? Are there catering options available? Put yourself in the shoes of an attendee travelling and attending the event and try to forecast any problems they might encounter, especially when it comes to accessibility. You may also require optional accommodation for your delegates in case they are travelling a long distance.

Meeting Room Capacity

Firstly, choose a venue that can house your entire meeting comfortably, with adequate seating, space for equipment and accessible for those with special requirements. In the case of DCU event space, you are spoiled for choice with three campus locations. We have a range of meeting room types and sizes suitable for small and large scale events from 5 to 1200 delegates. Our location affords us the luxury of flexibility with 40 plenary rooms for 100+ delegates and over 150 flexible breakout rooms, ideal for any Dublin event.

Seating styles

Another important thing to establish when you make your initial enquiry is the type of seating that best suits your event. A boardroom style meeting is ideal for an AGM, interview or smaller group meeting. Classroom style is good for a learning experience or a conference where participants are expected to take notes. U-shape seating style is generally used when there are a team of people who need to refer to a flipchart or screen at the top of the room. Our most popular style of meeting and one as an educational institute that we use most is theatre style. The simple style is usually found in theatres or cinemas and often incorporate desks in from of or attached to the seating. If you are unsure which style is most suitable for your meeting our experienced staff are here to help.

If you hope to book a Dublin event of any size or description, contact our Meet in DCU team today to discuss your options. Our flexibility extends not only to meeting space, our team specialise in creating bespoke events to suit your needs and budget. Don’t forget to check out our virtual tours of all our venues to see what DCU events venues can offer from the comfort of your couch!

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