Meeting Room Checklist

Use this listing of some of the items needed in the meeting room and layouts before the meeting is scheduled to begin.

Equipment that may be required for the meeting room:

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

Other questions that should be considered regarding the meeting room's facilities:

How many computer hookups?
Does it have wifi capability?
Is electrical power sufficient?
Are electrical features diagrammed?
Is there a built-in sound system?
Is the room sound proofed? Are the others in the building?
Is the ceiling height adequate for projectors?
Is remote light control capability available?
Can windows be covered with shades or curtains?
Can additional equipment be provided?
What support is provided for maintenance problems?
Who will provide security for the equipment?
Who is responsible for lost, stolen or damaged equipment?
Can last-minute equipment demands be met? What are the additional costs?
Is the meeting room accessible before the meeting for setup?

Personnel

Check room
Tea/Coffee break
Electrician
Porter
Cleaner
Projectionist
Registration Desk
Security guard
Stagehand
Stenographer

  Meeting Room Layouts

Banquet
Boardroom
Cabaret
Classroom
Horseshoe
Hollow Square
Theatre Style
U-shape

Additional Comments