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Meeting Rooms Checklist – 6 Things You Need for a Conference in Gurgaon

Meeting Rooms Checklist – 6 Things You Need for a Conference in Gurgaon

Meeting Rooms Checklist – 6 Things You Need for a Conference in Gurgaon

Posted on April 30, 2015

6 Things You Need for a Conference in Gurgaon

What do you need in a meeting venue? Is it four walls and chairs to sit on? Not really, isn’t it? Few corporates think that all you need to conduct a business meeting in Gurgaon is a private room, chairs, table, a laptop, and may be a projector. But, this isn’t completely true.

We agree that you can have a causal conversation with your clients in a coffee shop, but to close deals with them, you need professional business meeting rooms. These days, you will find new technology to conduct meetings, but the fact is coffee shops and any alternative rooms aren’t professional enough.

If you’re thinking to hold a meeting, then you should understand that there’s much more to your conference than just the furniture. When you hire a flexible meeting room in Gurgaon, you should know what meet your conference requirements and how you can impress your clients at the same time.

The Checklist

You need a lot of things in a meeting venue, but the best way to visualise is to think about how important meetings are organised. Here are few key essentials you need to think about when arranging a meeting or conference in Gurgaon:

•    Fully Manned Reception

How about having someone to greet your delegates or clients at the meeting venue? Imagine someone take calls if you are running late for the meeting. Sounds good, isn’t it! If you want to create a credible image or establish professionalism, then you need dedicated reception services.

•    IT Support

Suppose you have an important presentation to show in your meeting, and suddenly your laptop crashes. What will you do? If you have access to IT support staff in a meeting room, then it will become easy to rectify the problem and correct it within minutes. This will be a real lifesaver, and you could avoid a lot of embarrassment before your clients. So, when you book meeting rooms in Gurgaon, check with them whether IT support is included in the package or not.

•    Communications and Technology

If you’re looking to sign a deal with high-end clients, then they will surely expect the very best in terms of technology and communications. Hire a conference centre in Gurgaon with advanced technology and communication facilities, including conference phones and videoconferencing facilities. To know more about our videoconferencing facilities, please click here.

•    Catering and Hospitality

One of the most overlooked option to impress your clients during a long conference is to provide refreshments. It’s one of the important things to keep in mind if you want your guests to stay comfortable during long meetings. It will be a headache, if you send someone at the last minute to buy snacks or drinks for your guests. However, if your rent a meeting room space in a business centre where catering services are only a phone call away, then it will be convenient for you to concentrate on your conference rather than arranging food for the clients.

When you visit a conference venue, it’s important to notice the hospitality of the in-house staff. It’s critical to look for these 7 things in a conference venue, so that you don’t feel embarrassed before your guests at the meeting.

•    Photocopying, Printing and Scanning

Imagine you need to photocopy, scan, or print some documents during the meeting. You won’t be rushing to nearby stores and keep your guests waiting. For this, you need to have printing and photocopying services on-site, which you can access within minutes.

•    Housekeeping

This is often missed when looking for a meeting space, but it’s quite important to leave a long lasting impression on your customers. A professional conference venue needs to be clean and ready to use whenever you need it. Just to ensure this, most business centres have dedicated housekeeping team on hand when you need them.

The conference venue you choose can have a great impact on how your business is perceived to your clients. Thus, make sure the venue you choose has all these qualities and facilities, which is professionally manned to project your business in the right manner.

To know more about meeting rooms in Gurgaon or book one for your next conference, you can call us on +91-11-3044-6402 or you can even email at info@avanta.co.in. We have special offers lined for you every month. Call now to know more about them.

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