When you have an important meeting, whether that be an employee brainstorming session or a client presentation, you need a dedicated space for a productive get together. You need a meeting room.

Not all meeting rooms are the same, however. Renting the first space you find could leave you with a conference room that simply does not meet your needs. Instead, take the time to find a meeting room in the RGV that has all of the following features:

Professional Design

The environment of a meeting room has a big impact on how a meeting goes. A professional design can reflect well on you and your business, particularly if you are getting together with clients. The right design can also encourage creativity and productivity among team members. Look for an RGV meeting room with design features such as the following:

• Light, bright, or soothing colors
• A large conference table with space for technology integration
• Modern, beautiful furniture
• Professional and welcoming front-desk staff
• Comfortable and ergonomic seating
• Professional and welcoming design
• Matching furniture for storage and refreshment
• Clutter-free environment

A professional meeting room also makes a strong first impression on attendees. That means that as soon as you enter the room, you should encounter a room that is spacious, welcoming, and beautiful.

Privacy

Many meetings that take place in a conference room in the RGV include sensitive or private information. From trade secrets to client data to business performance stats, these topics need to be discussed in an environment that ensures privacy.

The right meeting room will make privacy a priority in a number of ways. Look for a space that includes the following features:

• Soundproofing
• Doors
• Quiet location
• Noninvasive sightlines

With a private space, you can hold even the most sensitive meetings with the confidence that your private information will remain secure.

Collaborative Technology

In the world of remote work, technology that unites team members from around the city, state, or even world is essential in any meeting room in the RGV. Ensure that your conference room is equipped with everything you need to make collaboration easier, for both the people meeting in person and those connecting to the meeting virtually. These technological features can include any of the following:

• All-in-one video conferencing
• Whiteboards and/or smartboards
• Speakers and microphones
• High-speed Wi-Fi
• Projector
• Ample and well-placed outlets and jacks
• Printers and copiers

In addition, ensure that the RGV meeting room you choose has a layout that encourages collaboration and video conferencing. For example, the space should be situated so that the background of videos is appropriate and professional and that video attendees get a strong line of sight to important areas of the room, such as the whiteboard or the presentation screen.

Ample Space

The amount of space in your conference room is also important in delivering the appropriate impression to your employees or clients. If your space is too small, you could end up feeling crowded and uncomfortable. If your space is too large, you could end up feeling a little lost around a huge conference table.

Before you choose a meeting room in the RGV, know how many people will be there, and look for a space that will comfortably accommodate everyone.

You may also want to consider the seating arrangement in the space. For example, a classroom layout works for a training session, while a u-shaped layout works for group collaboration and smaller meetings.

The best conference rooms are customizable, which means you can adjust the layout based on your meeting needs. That kind of flexibbility makes it simple to adjust your space to your needs, and can allow you to adapt quickly to any last-minute changes to your meeting, presentation, or atttendees.

On-Site Support

There is nothing that stalls a meeting more quickly than technical difficulties. That is why a meeting room in the RGV should come with on-site support that can quickly resolve any problems that arise during your meeting.

In addition, look for a space that has front-desk services, where guests can go with any questions they have, receive a warm welcome upon arrival, and provide any support you need during the meeting.

The right space can make your meeting more productive and less stressful. When looking for an RGV conference room, seek out a space that boasts a professional design, privacy, collaborative technology, ample space, and on-site support.

Here at Via Executive Suites, we offer some of the most professional, welcoming, and supportive meeting rooms in the RGV so you can prepare for a successful meeting. If you want to learn more about our conference rooms, or our other workspace solutions, contact us today. We want to make better work achievable for you!