• Make sure the room is the appropriate size for your audience, keeping in mind that the AV (i.e. screen, projectors, tech table, etc.) can take up to approximately 15 % of the room

• Ceiling height largely affects the size of the screen you can fit into the meeting room. Your audience size determines your screen size, which dictates the optimal ceiling height. Ceiling height, minus five feet, is the approximate size of the largest screen you can fit in a room

• Check for the power sources available in the room, and check if temporary additional power sources are available. Is there a charge for electrical usage? How much? Wall power isn’t always enough

• Pillars and chandeliers affect sightlines, which means either less people can be optimally positioned in the room or more displays will need to be strategically placed

• Keep load in access in mind when booking a meeting room. How big is the loading dock? How far away is it? Are there any time restrictions? Limitations to load in access can affect your labour costs

• Shape of the room can also be a concern. Square is the most favorable shape to work with in regards to AV positioning

• Some rooms have a remote control for lighting. It’s a good idea to find out if there is a cost for it and what the procedure is to make use of it

• If your event requires rigging, find out if rigging is available in the room. Is there a charge for it? Will it require a scissor lift? How much will this cost?

• Sometimes there is already some permanent equipment in the meeting room. Find out if there is a charge to use it. You might also want to inquire if there is internet coverage in the room and if it is a free service to you

• If your conference is multi-day event, check if you have access to the room on a 24-hour basis

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