Meeting Room Equipment Checklist

Topics: Projector, Overhead projector, Slide projector Pages: 3 (903 words) Published: June 19, 2013
Meeting Room Equipment Checklist

Equipment and that may be required for the meeting room:

* Overhead projector
* Slide projector
* Film projector
* Projection stands
* Remote control for projectors
* Screens
* Video equipment: VHS, DVD, teleconferencing
* Microphones
* Radio
* Computer
* Mouse
* Auxiliary equipment: laser pointers, flip charts, slide trays * Lighting
* Loudspeakers

Many meetings are relatively informal, held in meeting rooms 'on-site' and do not warrant extensive planning of the venue as such. On the other hand, big important meetings held off-site at unfamiliar venues very definitely require a lot of careful planning of the venue layout and facilities. Plan the venue according to the situation - leave nothing to chance. Venue choice is critical for certain sensitive meetings, but far less so for routine, in-house gatherings. Whatever, there are certain preparations that are essential, and never leave it all to the hotel conference organiser or your own facilities department unless you trust them implicitly. Other people will do their best but they're not you, and they can't know exactly what you want. You must ensure the room is right - mainly, that it is big enough with all relevant equipment and services. It's too late to start hunting for a 20ft power extension lead five minutes before the meeting starts. Other aspects that you need to check or even set up personally are: * table and seating layout

* top-table (if relevant) position
* tables for demonstration items, paperwork, hand-outs, etc * electricity power points and extensions
* heating and lighting controls
* projection and flip chart equipment positioning and correct operation * whereabouts of toilets and emergency exits - fire drill * confirm reception and catering arrangements
* back-up equipment contingency
All of the above can and will go wrong unless you check and confirm - when...
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