29 May 2023

What Equipment is Provided with a Meeting Room Hire? (+Checklist)

What Equipment is Provided with a Meeting Room Hire? (+Checklist)

The ultimate conference room equipment checklist

What you should consider when booking a meeting room

Troubleshooting common issues with conference room equipment

Book a Meeting Room at Mobo Co today

Frequently Asked Questions

In today’s fast-paced business world, meetings are an essential part of communication and decision-making processes. Conference rooms are where most meetings take place, and the equipment in those rooms can make or break the productivity and success of the meeting. Unfortunately, using conference room equipment can be challenging at times, leading to delays and frustration among meeting participants.

In this article, we will provide a comprehensive checklist to avoid meeting space equipment failures and ensure smooth and productive meetings. We will also discuss troubleshooting common conference room equipment issues, meeting room rental checklists, and offsite meeting checklists. Additionally, we will highlight the advantages of hiring hotels with conference rooms for corporate events, and provide answers to frequently asked questions about conference room equipment and meeting room hire.

The ultimate conference room equipment checklist

Here is a checklist of equipment commonly needed in a meeting room:

  • Tables and chairs

Essential for seating attendees and providing a workspace for laptops, documents, and other materials.

  • Projector or TV screen

Used for presentations, slideshows, and video conferencing.

  • Whiteboard and markers

Great for brainstorming sessions and visual aids during presentations.

  • Audio and visual equipment

Includes speakers, amplifiers, and other equipment necessary for clear sound during meetings and presentations.

  • Microphones and sound systems

Used for amplifying voices during presentations, panel discussions, and video conferencing.

  • Video conferencing technology

Allows remote attendees to participate in meetings and presentations.

  • Power outlets and extension cords

Necessary to keep laptops, mobile phones, and other devices charged during meetings.

  • High-speed internet connection

Essential for video conferencing and accessing online resources during meetings.

  • Printer, scanner, and copier (optional)

Useful for printing out agendas, taking notes, and sharing documents with attendees.

  • Refreshments and catering (optional)

Can include water, coffee, tea, snacks, or full meals to keep attendees energised and focused during meetings.

This list may vary depending on the needs of your meeting, so it’s important to confirm with the venue or provider what equipment is included with the meeting room hire and what additional equipment may be available for rent.

booking a meeting room

What you should consider when booking a meeting room

  • Invest in the conference room technology your teamactually needs

Investing in the right conference room technology is crucial to ensure successful meetings. It’s important to understand the specific needs of your employees and invest in equipment accordingly. Don’t just rely on what search results or popular office designs show; instead, take a closer look at the needs of your team. For example, if you have a team that frequently uses video conferencing, investing in high-quality cameras and microphones is essential.

Similarly, if you have a lot of presentations, investing in a projector or large-screen TV can make a significant difference. By providing the right technology, you can ensure that your team can collaborate more effectively, leading to better decision-making and higher productivity.

  • Choose a standard across conference rooms

Having a standard conference room technology can make it easier for your team to use the equipment. This means that every conference room should have the same equipment, such as projectors, screens, and conference room audio systems, making it easier for employees to navigate and use the equipment quickly. Additionally, standardisation allows for more efficient maintenance and support.

  • Ensure the process to connect personal devices is simple and quick

With the increase in remote work, it’s more important than ever to have a simple and quick process for connecting personal devices to the conference room equipment. This means providing appropriate adapters, cables, and connectors for devices such as laptops and smartphones. Make sure that employees are familiar with the process of connecting their devices, and have clear instructions available.

  • Agree on a budget

Before searching for a meeting room to rent, determine a budget. Consider the number of meeting attendees, the duration of the meeting, and the equipment needed. Knowing the budget upfront will help narrow down options and prevent any unnecessary expenses.

  • Consider the purpose of the meeting

Consider the purpose of the meeting and what is required to make it successful. For example, if the meeting is a training session, a room with a whiteboard or projector may be necessary. If it’s a client meeting, a more upscale or private location may be preferred.

  • Choose the right location

When choosing a location, consider accessibility for attendees and the availability of parking. A convenient location can also save attendees time and money. Additionally, consider the amenities available, such as restrooms, a receptionist, or a break room.

  • List the equipment you need

Depending on the purpose of the office meeting, certain equipment may be required. This could include a projector, screen, microphones, whiteboard, or video conferencing equipment. Ensure that the chosen meeting room has the necessary equipment or can provide it for an additional cost.

book a meeting room

  • Organise catering

If the meeting onsite will be longer than an hour or during meal times, consider organising catering. This could include coffee and tea, snacks, or a full meal. It’s important to confirm the menu options, dietary restrictions, and the timing of the meal in advance to avoid any surprises.

Suggested Reading: Top 14 Online Meeting Platforms & Tools (2023)

Troubleshooting common issues with conference room equipment

What to do when remote connections are dicey?

Remote connections are a common issue with conference room equipment, especially with the rise of remote work. To troubleshoot remote connection issues, it’s important to ensure that the internet connection is stable and strong. If the connection is weak or unstable, consider using a wired connection instead of Wi-Fi. Also, make sure that the right conference room equipment setup is provided, such as high-quality cameras and microphones, to ensure that remote participants can see and hear the meeting clearly. Additionally, it may be helpful to have IT support available to assist with troubleshooting remote connection issues.

What to do when devices won’t connect to the conference room TV?

Another common issue with conference room equipment is when devices won’t connect to the TV. This can be frustrating, especially when you are trying to present important information. To troubleshoot this issue, first, ensure that the device is compatible with the TV and that the correct cable is being used to connect the device to the TV. Also, check that the TV is on the correct input channel. If the issue persists, try restarting both the device and the TV. If the problem still persists, consider contacting an IT support team to help troubleshoot the issue.

Ensuring reliable conference room tech for smooth meetings?

Ensuring that conference room equipment is reliable is crucial to ensure smooth client meetings. To ensure reliability, it’s important to regularly maintain and update the equipment, such as checking for meeting room software updates and replacing worn-out cables and connectors. Additionally, have backup equipment available, such as spare microphones and cables, in case of any issues. It’s also helpful to have an IT support team available to assist with any technical issues that may arise during the meeting. By ensuring reliable conference room tech, you can prevent any interruptions or delays in the meeting, leading to a more productive and successful outcome.

conference room tech for smooth meetings

Suggested Reading: How to Run an Effective Meeting to Maximise Productivity

Book a Meeting Room at Mobo Co today

Mobo Co’s conference rooms offer many advantages for businesses looking for professional meeting space in South Brisbane. Here are some of the key benefits:

Access to the latest technology and meeting room equipment

Mobo Co’s conference rooms are equipped with the latest technology and meeting room equipment, including high-speed internet, projectors, screens, engaging video displays, video conferencing facilities, and more. This ensures that you have everything you need to conduct successful business meetings and presentations.

Flexible meeting room hire packages to suit your needs

Mobo Co offers flexible meeting room hire packages that can be tailored to your specific requirements. Whether you need a small meeting room for a few hours or a large conference room for a full day, they have options that can suit your needs and budget.

Professional meeting room spaces that create a great impression

Mobo Co’s meeting rooms are designed to create a professional and impressive atmosphere for your meetings. With modern and stylish furnishings and state-of-the-art technology, they offer a comfortable and productive environment for you and your guests.

Friendly and experienced team to assist with your meeting arrangements

Mobo Co has a team of experienced and friendly staff who can assist you with all aspects of your meeting arrangements. From conference room equipment set up to arranging catering, they are there to ensure that your meeting runs smoothly and efficiently.

On-site and off-site catering options, including rooftop restaurant

Mobo Co offers both on-site and off-site catering options, including access to their rooftop restaurant. This means that you can enjoy a range of delicious food and beverage options during your meeting, without having to worry about arranging it yourself.

Basement parking and easy access to public transport

Mobo Co’s conference rooms are conveniently located in South Brisbane, with easy access to public transport and basement parking available. This makes it easy for you and your guests to get to and from the meeting, without having to worry about parking or transportation issues.

Mobo Co’s meeting room is a great solution for businesses looking for a professional, convenient, and flexible meeting space in South Brisbane. Book a tour or contact Mobo Co today to find out more about their services and how they can help you with your meeting needs.

meeting room hire

Suggested Reading: How to Make Virtual Meetings More Engaging | 18 Online Meeting Hacks

Frequently Asked Questions

How much does it cost to hire a meeting room or conference hall?

The cost of hiring a meeting room or conference hall can vary depending on factors such as the location, size of the room, duration of the rental, and the amenities and equipment provided. At Mobo Co, the price starts at $50/hour with additional benefits and discounts available for Premium Coworking and Permanent Office members.

What factors should I look for in a meeting room or conference hall?

When looking for a meeting room or corporate conference hall to rent, there are several factors to consider to ensure that it meets your needs and requirements. These include the location, size and capacity, amenities and equipment, flexibility, and cost.