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The space to conduct a meeting is an important step in the flow of the discussions. If the meeting space is not large enough to host all the members attending or if it does not support the technology required for resources, the discussions will fall apart. A meeting venue subtly encourages productivity.
There are 4 factors to consider when picking a venue and correlate to the factors of creating a guest list. The 4 pieces to consider are the purpose of the meeting, whether the meeting is in person or virtual, the number of attendees, and the given budget. Below is a deeper look at the 4 factors:
A meeting of importance requires an in-depth conversation and Dooley (2023) explains how having an in-person meeting will offer more information on an individual's opinion. If the meeting is meant to be quick, it can be a virtual call with no venue required.
The subject of the meeting will affect the resources and space needed to be efficient. If the meeting is to discuss a project, then space in the office is sufficient. If it is an all-team meeting the venue needs to hold everyone comfortably. A virtual meeting requires no venue apart from the platform where the call will be held.
If the meeting is intended to have a large guest list then ensure the room will fit everyone and the same applies if the list is small then a small area is needed.
In a workplace time is money and when meetings are held an employee is still being paid for being there. Meetings are valuable in keeping track of projects and getting updates from the team but are costly. If a meeting is large and meant to last a few hours, the money for catering and possible venue will take a portion of the budget given. A smaller guest list allows for possible rooms in the office for meetings if there is space to spare and helps to stay on budget.
Dietary concerns
Budget
Allergies
Meeting time
The selection of a venue is important in providing attendees with space where everyone fits comfortably and can speak on their topics. The 4 factors to consider when picking a meeting will narrow down what is needed for space and what can be without. Lastly, it is key to be mindful of individuals' dietary concerns and allergies if you are catering a meeting to ensure everyone is included.