Basic Requirements of a Training and Meeting Room Rental

27 Point Checklist

So you are conducting a workshop or training session. Here is a simple checklist to make sure you deliver the best training possible. Before we go over this training room checklist that you require, let’s discuss the location. Yes, even for training sessions and courses, the “location, location, location” rule applies! The area of your training session and the training room that you finally use could impact the success of your event.

Besides the influence of the location of your training session, another primary consideration is access to public transportation nearby and the availability of parking for your expected training participants. For your participants that do not drive, they would want easy access to public transportation (Near MRT or Bus Stops); and those who will be driving want close and accessible parking.

Any right training course requires refreshments to ensure that everyone is happy. It is necessary to know that the training room that you plan to use has access to catering for breakfast, lunch or dinner. While this sounds insignificant, recognise that you do not want to lose a portion of your training participants if they go out for lunch and are coming back late. Even if it is just refreshments like tea, coffee and water, keeping your training group close to your training room is a great strategy. As a leading provider of workshop training rooms, Knowles Training Institute offers complimentary water in pentry on a self-serve basis.

Don’t forget to ask the team how easy it is to change the temperature of the corporate training room. If your training course involves a little bit of physical activity, then you may want to have the option to lower the heat on the AC to keep everyone comfortable. A training room with centralised AC is usually not a good idea. Not only will you not be able to control the temperature, but most centralised AC has specific timings. So if your training session runs over office hours or on weekends, the AC will get turned off. Turning on the AC will come with a hefty fee after office hours.

While visiting the many facilities, ask the staff about the different seating style configurations available. Depending on the type of corporate training session or seminar that you want to host and the style of the event, you may wish to classroom style, meeting room, or you may even want a circle or square form (where all tables or chairs are surrounding the middle). Understanding the possible configurations can also help you to narrow down the search for the facility that will work best for you.

Speaking of equipment, ask what material is available and if there is an additional cost for having facility employees set it up. Many training room facilities will have projector screens plus overhead projectors, but having a smart TV will be better. Projectors are known to crash, and many are difficult to set up. A project also requires a low light environment which may not be beneficial for your training participants.

You will also want to know if the training room provider has low-tech training equipment such as a flip board and whiteboards. These can be very beneficial when doing a highly interactive training session. If your training course or seminar requires your training participants to use a laptop, you should also make sure that there are heaps of electrical outlets. If there are computers and other devices involved in your training course, you will need to make sure that the training facility has high-speed Internet access for yourself and all of your training participants.

When it comes to the corporate training room itself, you have to think about the type of lighting that will work best. If you do not need to use the TV that requires low light, you want to make sure the training room has ample light and possible access to sunlight. However, if your session needs a mixture of lighting styles at various stages, you want to make sure that brightness can be reduced to the relevant levels and brightened up again when needed.

Are there photocopying or printing facilities available in case you need to print or copy additional materials? If additional supplies such as pens, stationary or whiteboard markers are required, is the facility able to accommodate these needs? Another important consideration is what services do the facility have for accessibility for participants with disabilities? Also be sure to find out if the potential training room provider if their employees are helpful and accommodating. Sometimes the assistance of the staff at the training room you are considering for your training or should be a critical consideration.

Below is a summary of the top 27 checklist points:

  • Easy access to public transport.
  • Supplementary stationery if required, eg paper, pens, highlighters.
  • Adjustable Air-conditioning.
  • Adequate place for Catering.
  • Flexible room layout option for seating arrangement such as clustered, theatre, u-shaped, meeting room style seating arrangement.
  • Lots of space for participants to move around for games and activities.
  • Good acoustics (No echo) and soundproofing.
  • Good room lighting with plenty of natural light or with blinds to block out if required.
  • Big Smart TV with HDMI support.
  • Plenty of glass board or whiteboards around the training room.
  • Plenty of Glassboards and whiteboard markers with whiteboard duster/cleaner.
  • Centrally Location – easy to find on a map.
  • Parking is easy to find and within the venue’s building.
  • Printing and photocopying/ email on demand from USB.
  • Lots of power points outlets for trainer and participants.
  • Drinkable water is available.
  • Kettle available for hot water, coffee, tea.
  • Wall mounted clock visible by the trainer.
  • Wall space for hanging flip charts
  • Wireless and Internet access
  • Fully disabled accessible.
  • Super clean carpets.
  • Room free from odour.
  • The training room is close to cafes and restaurants.
  • Easy access to toilets.
  • The building has a fire alarm/fire escape.
  • Free early setup and extra time to pack up after training.