How to Check Gloucester Hotel Conference Room Layout.
A room can look perfect on a Venue’s website but when you arrive for a site visit it can be a completely different story! The biggest problem with a room is the layout, so before you book make sure you check the following 5 things to ensure your event space is perfect for you and your delegates.
Measure the Usable Floor Space
It’s also very important to check the actual floor space of the room. Check out the venue’s floor plan online but then also ask for the exact dimensions of the room. Use these dimensions along with the number of people attending and the type of seating you’re planning to use to see how it will all work. As a rough guide, a theatre style seating plan with rows of chairs requires about 0.7 square meters per person. However, a cabaret style seating plan or a boardroom style seating plan with tables and chairs requires a lot more space per person. Also make sure to subtract from the floor space the room has of any fixed furniture such as stages etc.
Check Pillars and Ceiling Height
Check for any obstructions within the room such as pillars. When viewing the room from the back of the room check the view from the back left and right corners of the room. If there are any obstructions in the line of sight that block the view of the front of the room from some of the audience then this is worth bringing to the attention of the venue as it could affect the running of your event. A low ceiling could also cause problems for a large screen.
Assess Lighting and AV Points
Is there adequate natural light in the room for a daytime event? Can the room be blacked out for presentations? Are there wall and ceiling mount points for AV equipment already installed in the room? (Retrospective cabling is slow and expensive).
Test the Flow Between Spaces
Also, check the route from the main room, through any other rooms that you intend to use for break-out sessions, to the venue’s refreshments area. Very narrow corridors or doors placed in the wrong position can cause bottlenecks.
For Gloucester Hotel Conference Rooms, see https://tewkesburypark.co.uk/hotel-conference-rooms/gloucester/.
Confirm Accessibility and Exits
Check that there are accessible routes throughout the proposed areas for sessions, break-out sessions and refreshments. These should include step-free access to all areas including break-out rooms and designated areas for refreshments. The disability charity Disability Rights UK publishes a guide to accessible venues which provides useful information prior to your site visit. Identify all exit routes and check that none of these will be blocked or be positioned in an unsuitable location for the proposed session layout.
A site visit of approximately 45 minutes to 1 hour will highlight any potential issues with the room(s) to save unnecessary problems on the day of your event.
