A small off-site, a board meeting, a training day: a private space keeps people focused. Use this checklist to make sure the room works before anyone arrives.
At a glance
- Confirm seating capacity in the layout you need (boardroom, classroom, U-shape).
- Test Wi-Fi and ask about power backup for a full day.
- Check screen, projector or TV, and the cables for your laptop.
- Agree catering, water and break arrangements.
Room and setup
- Seats available in your preferred layout
- Tables for writing or laptops
- Air conditioning or ventilation for the full group
- Whiteboard or flip chart
- Screen or TV and the right cable (HDMI/USB-C)
Connectivity and power
Ask the host for the Wi-Fi speed and whether it handles several people on video calls at once. Ask about generator or inverter backup — and bring a mobile hotspot as a fallback.
Food, access and timing
- Can you bring in catering? Is there a kitchen or serving area?
- Drinking water, tea and coffee — included or extra?
- Parking for attendees
- Earliest arrival for setup and latest departure
- Accessibility for anyone with limited mobility
Common questions
Can I get an invoice for my company?
Ask the host before booking what documentation they can provide.
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