When investing in equipment for your conference room, it can be difficult to decide what is worth investing in. Much of the equipment you will use may come in the form of a computer or laptop, both of which will be brought to meetings and will not need to be stored there. The concept of this is to have the conference room clean but still be equipped when users in the meeting room without calling IT. We think the best place to store equipment would be the conference room equipment cabinet.
Here is our checklist for the top ten things you should have in the conference room equipment cabinet.
This is an umbrella term and could refer to any kind of projector including, but not limited to, a film projector, slide projector and even an overhead projector. By storing these in your equipment cupboards, you are ensuring that they are easily accessible at all times, meaning you save time having to track them down in other rooms, which can conceive unprofessional impressions in your clients and staff. You may also want to store stands for your projectors so they are easily accessible whenever they are needed.
2. Remotes and Batteries
Make sure you keep all remotes for your projectors, televisions, air conditioning units and any other types of technologies you use in a dedicated space in your conference room store area. By keeping them organized, you are making sure they are accessible when needed and no time is wasted trying to track them down. If you have multiple remotes present, make sure they are clearly labelled and that spare batteries are also on hand if they are needed. It’s also crucial to make sure that spare batteries are replaced as soon as they as used. We think that remotes and batteries has to be stored in the conference room equipment cabinet because these are the things that always get lost so try to keep these as far away from your users as possible.
Storing spare microphones in your equipment cabinets ensures that they are there if needed. Whether you have extra people attending a meeting that you did not expect or one of your microphones breaks during a meeting, keeping spares means that this will not be a timely issue to resolve and you can continue the conference meeting quickly and efficiently. This also helps maintain a professional and organized company image.
4. Video & AV Technology
Another umbrella term, it’s vital that you have proper AV equipment in the conference room because this is the top reason why IT is being called down. Even if today’s world which is becoming more and more focused on digital video platforms, you never know when a client may come in and need to instantly connect. In these situations, you will not want to be wasting times trying to connect laptops or tablets to the display.
Therefore, are the top 5 AV equipment we suggest every conference room needs.
5. Mice and Keyboards
Trackpad on laptops can fail and can be inaccurate to use, especially if individuals are trying to work fast and there is a lot of information on screen. By storing universal mouse equipment in your cabinet, you are ensuring that they are quickly accessible and can be used if necessary in an instant.
This term can also include remotes, allowing for freedom of movement if hosting a presentation.
As you may start to notice from this list, it’s crucial that you hold spare equipment and stock that ensures that conference meetings run as smoothly as possible at all times. Conference rooms tend to have few windows or include blinds as to eliminate glare on the screens and minimize the participants being distracted by outside events.
By keeping spare lightbulbs or other lighting equipment in your cabinets, if the worst case scenario of a main lightbulb blowing, it can quickly be replaced and the meeting can continue as planned.
7. Miscellaneous Equipment
Another umbrella term which refers to equipment and objects such as flip charts, portable whiteboards and accompanying stands. Although there is a heavy focus towards digital media, by stocking these objects, you are able to have complete freedom in your conference meetings, allowing individuals to quickly access a flip-board to jot down notes or present an idea.
You never know when a speaker or any kind of audio equipment may become faulty or blow. This can cause great inconvenience to a meeting but is an issue that is quickly resolved if spare speakers are kept in your cabinet. Your conference may host a fully functional, high quality speaker system in which case you may not want to invest in a full setup as a spare but even high quality portable speakers that can be quickly plugged in and set up will resolve current issues when in a meeting. The full set up issues can resolved when the conference room is not in use.
If involved in a conference meeting and a chair breaks or more people turn up, such as extra clients that you was not expecting, by storing chairs, even portable fold up chairs, in your conference room equipment room ensures that clients can quickly take their seats and the meeting can begin.
Finally and potentially the most important item on this checklist, stationary. This includes pens, pencils, spare pens, paper, notepads and objects such as these. If an employees or a clients pen runs out halfway through taking down notes in an important meeting, the worst thing is wasting time trying to find a replacement. This comes across as unprofessional and wastes yours and the clients time. By keeping and maintaining the number of spare pens and other stationary equipment, you can ensure that you can quickly grab one and carry on as planned. Like batteries and remotes, we would suggest providing some stationary on the conference room table, but the extra ones in the conference room equipment cabinet.
When looking to manage the stock in your conference room equipment cabinet, it’s important to consider what might go wrong or hinder progress in a meeting. By writing down things that could happen in your specific conference meetings, you can easily invest in products that minimizing the time spent sorting out issues that can arise, meaning your company operates more effectively and remains a stress-free and professional environment.