A guide on how to choose the perfect meeting room in Cairo

Are you busy planning meetings but can’t seem to find the right spot?

The meeting venue you choose can have a major impact on the overall success and outcome of the meeting.

If you’re looking for a roadmap to find the perfect meeting room in Cairo, this guide is all you need.

Let’s dive right in!

Choose a location

When it comes to choosing a location for meetings, convenience overrules everything, and that’s convenience not just for you or your team but especially the other participants, including your clients. Choose a centrally located venue which everybody can easily get to with minimal to no travelling hassle whatsoever.

Choose the right size

While you don’t want to stuff your team into a phone booth, you also don’t want to let them loose in a ballroom! The key thing to remember here is capacity. Many businesses end up booking meeting rooms where everyone is either packed too closely and awkwardly together or where people have to raise their voices and half-shout as the person you want to talk to is on the other end of a long wooden table!

So, going back to ‘capacity’, consider the number of people taking part in the meeting. Also, think about the agenda of the meeting – e.g. will the meeting play host to an organisation-wide presentation or just accommodate a small team brainstorming ideas for your next promotion?

When you choose the right-sized meeting room in Cairo, you ensure that everyone is comfortable and that the space is going to be utilised fully and productively. Imagine finding the perfect meeting room with the right dimensions and number of seats; in that case, you can wave goodbye to people feeling each other’s breath while speaking, or hearing echoing voices due to the vast emptiness of the room!

Set the mood

One of the keys to a great, productive, and successful meeting is creating the right mood. So, let’s ask ourselves a few quick questions:

• Does the session need to have a formal and ‘all-important’ boardroom feel?
• Should the meeting have more of a creative, fun, and collaborative vibe where everyone can freely contribute their ideas?
• Does it need to be something completely fresh and out of the box?
• When you create the right mood and atmosphere in a meeting, it effectively sets the tone and also leaves a great impression on the attendees.

Think about amenities – They do make a difference

As the subtitle says, amenities make a difference. Here’s how:

The right tech – High-speed internet or WiFi is an absolute must to give those presentations effectively. You’re also going to need reliable and persistent connectivity to collaborate with others who may not be able to attend in person. As with most meetings, some kind of material needs to be presented, so ensure that your meeting room is outfitted with a projector, reasonably large screen, good-quality sound system, and noise-cancelling microphones.

Make everyone feel comfortable – Ergonomic, posture-friendly chairs and large, spacious tables are so important, especially to make those long-winded meetings more tolerable. Unfortunately, this is something many businesses ignore or overlook, and suffer the consequences. Don’t be that business! Additionally, keep the room temperature comfortable so that everyone can focus without feeling hot and clammy or too cold and dry.

Additional consideration – If you’re meeting is going to last for up to an hour or several hours at a stretch, arrange for catering services. Not only will this keep everyone’s energy and motivation levels up, but it will also show your team and the other participants that you care for their wellbeing. If any existing or potential clients are present, it may do wonders to show your brand name or business in a positive light.

A meeting room layout that’s fit for purpose

Ever heard of “match the mood”?

Go with a meeting room layout that fully aligns with the purpose or agenda of the meeting. Let’s consider the following:

• If the meeting is mostly going to revolve around decision-making and ground-breaking discussions, choose a boardroom style with a stylish central table.
• If you’re conducting a training session, then classroom-style tables and chairs ideally facing the front would work well.
• If the meeting’s being held for a presentation, then a theatre-style arrangement with rows of chairs are ideal.
• If you’re looking to have a brainstorming session or encourage an interactive discussion with a central open space to draw attention to the speaker, then U-shape or hollow square layouts work very well indeed.

Ambiance is really important

Oh, it’s critical!

Most businesses choose natural light as it creates a positive and energetic atmosphere which encourages participation and keeps everyone better-focused.

When it comes to ambiance, paying attention to the décor is just as important. So, the décor or interior design should reflect your brand image and look professional at the same time, because a clean and well-maintained meeting space not only leaves a good impression but also shows everyone (especially your clients) that you care about the little details. Sometimes, success is found in the finest of details!

Don’t book a meeting room without tech support

What if there’s complex audio-video equipment that might initially leave you confused or lead to those nightmarish awkward moments where you don’t know how to play the audio feed or get the projection screen to show the presentation or video?

Moments like these can easily be avoided – choose a meeting room which comes with technical staff on the standby in case you run into issues or you need some guidance on how to operate the equipment.

Budgeting wisely

Finding a great meeting room doesn’t have to break the bank, but all the while you must also find a room that meets your needs within the price.

Compare prices to find the best deal and try to negotiate discounts if you find yourself booking the same meeting room multiple times.

The Coworking Spaces can help you find the best-equipped meeting rooms in Egypt, something that will surely impress your clients and encourage your team to aim for the skies!