The presentation is ready and everyone is seated, but the person joining remotely cannot hear the room. Avoiding this kind of interruption starts with looking beyond capacity. Consider the purpose of the meeting, the seating and the technical preparation together so the conversation can begin smoothly.

Describe the purpose and layout

A board discussion, client presentation, interview and training session do not necessarily use the same arrangement. Will people talk around a table, face a screen or work in smaller groups? Include this information alongside the headcount.

State who will present and whether anyone will join remotely. Ask the team to confirm the room's proposed capacity for your preferred arrangement, rather than relying on a general maximum capacity.

Check sound as well as the screen

For remote attendance, explain which platform you use, who will start the call and whether you are bringing your own computer. Discuss the display connection, adapters, camera, microphone and speakers separately.

Allow time for a short check before guests arrive. Being able to open the presentation is only one part of preparation; remote participants also need to hear the people in the room. Confirm the scope of any technical assistance you require.

Include setup and arrival time

State the meeting start time, expected duration and any early access required for preparation. Ask when room access begins and what happens if the discussion runs over. These details are especially useful when several appointments are scheduled in succession.

Send visitors concise directions covering the building address, entrance and contact person. Share accessibility requirements and refreshment preferences in advance, and confirm which arrangements can be provided.

Know what your booking covers

  • Room duration and included equipment.
  • Additional technical or connection requirements.
  • Refreshments and other optional services.
  • Amendment, cancellation and extension conditions.
  • The steps needed to confirm the booking.

The SwissOffices meeting request form lets you submit a location, date, time, duration and participant count. The team then checks availability and the required services. Your booking is confirmed once the arrangements have been agreed with you.