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5 tips for booking a meeting room

Feb 01, 2019
Delegates together in a meeting room

Looking to book a meeting room? Here are five tips to help you consider everything your delegates will need:

  1. Location

Your meeting should be located somewhere that all your delegates can easily travel to. Many of your delegates will be in work the day after your meeting, so avoiding lengthy travel times will make for a more relaxed atmosphere. West Park conference centre is ideally located in Dundee, which is an hour from Edinburgh and Aberdeen, and only 20 minutes from Perth.

If possible, find a room that will get the creative juices flowing. A room with a view of a motorway or a grey landscape is sure to make your delegates wish they were somewhere else. Try and get a room with a view. As West Park is set in its own beautiful grounds, your delegates can enjoy great views from our meeting rooms! 

  1. Wi-Fi

Make sure Wi-Fi is available throughout the meeting space. In the modern world this is a necessity, and your progress will be hampered by a poor connection. Most meeting venues will include Wi-Fi in the price, but it is worth enquiring about the data this can process at any one time. If you are organising a large conference with 200 or more people, there will be a lot of people trying to use the internet at the same time. At West Park, we have high speed Wi-Fi that is free to all delegates.

Ensure your delegates are aware of the Wi-Fi password when they arrive, to avoid being surrounded by people asking for it when the event is due to start. In some cases, venues (such as West Park) may have an open Wi-Fi connection which only requires a submission form.

  1. Catering

Sometimes it is easier to have food freshly made for your delegates. Most venues will not allow external catering if they offer catering themselves, and in most cases it is probably not that much more expensive to add catering on to your room hire. West Park is offering a winter delegate rate throughout the winter, with four refreshment slots included in a full day room hire for just £29 per person. We cater for many dietary requirements and remaining on-site for lunch is less time-consuming and offers better value for money. 

  1. The Venue

What type of venue do you require for your meeting? If accommodation is needed, most hotels now contain plenty of meeting rooms available for hire, which are perfect for multi-day events. The benefit of this is that your delegates don’t have to travel far at the end of the day. If you require something more informal, there is plenty of office spaces you can hire for short periods of time.

West Park is a Victorian mansion house with over 12 traditional and contemporary styled meeting rooms offering formal and informal spaces for 2- 300 delegates and over 100 free parking spaces. 

  1. What's Included?

Double check with the venue before booking that everything you need is included. For example, at West Park we offer affordable meeting packages with the following included; AV equipment (screen & projector/LCD screen), flip chart(s), delegate stationery, complimentary confectionary, high speed WI-FI access & onsite car parking facilities. It is vital that you inform the person responsible for your visit if you will be using the AV equipment, as this may need to be tested with your memory stick or laptop first. 


Whether you’ve been asked to book a day meeting, weekend conference or seminar, West Park has a range of flexible meeting rooms and packages to ensure you deliver on all of the above. Give your delegates a hassle-free day by enquiring today


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