The theme of meeting for free was sparked after CN heard about a hotel noticing people were taking not only impromptu but pre-planned meetings in its lobby. Quick not to miss out on an important revenue opportunity, the hotel began organising meeting packages for its lobby spaces, which were cheaper than hiring a dedicated meeting room but also offered meeting necessities such as tea and coffee.
So, with companies tightening their belts, how can the all-important meeting still go ahead without breaking the budget and without furring us all out into the lobby?
Suggestions include libraries, although keeping your discussions down to a low murmur might be difficult for some of us out there; churches or charities, which offer space for a modest fee to cover set-up and cleaning or some community work; community centres and schools or local associations who offer up available space.
Paul Hussey, the Strategic Business Development Manager for Meetings and Events at event management agency, Capita Travel and Events, says there’s rarely such a thing as a free lunch and, in that vein, some hotels and venues have introduced a minimum spend for those using public areas such as lounge space. “This is especially true of venues in high volume locations such as railway hotels or those on key motorway networks. In addition, if you’re driving, the parking charges add up with the refreshments,” he says.
One idea which is gaining popularity, says Hussey, is the walking meeting. “Physical activity energises people and makes them more alert,” he adds. “Furthermore, different environments can inspire new ideas and stimulate creativity and time outdoors, with fresh air and light, also improves physical and mental well-being. Transport for London provides great advice on how to run a walking meeting.”
Some Capita Travel and Events customers use their internal meetings space technology to optimise their own spaces and keep external venue spend down. Hussey says many of those have introduced the use of ‘pods’ or ‘nooks’ in offices, usually comprised of stand up only or poser tables with high stools designed for two or three people without catering or connectivity, and often, no door. These are un-bookable spaces designed for quick off-the-cuff meetings and occasionally the office gossip.
Within Capita, business, meeting rooms, hot desks and even parking spaces are bookable online for its nine UK locations and it encourages its teams to schedule not just internal meetings but also customer meetings in its own offices. This approach is not only free but also works towards its internal communications agenda by increasing visibility and face-to-face opportunities.
Hussey warns that while most would think twice about reprimanding employees in the queue for the company canteen or downloading a contacts database on a coffee shop Wi-Fi connection, some might not think about checking company security policy. “Many large organisations have them in place for good reason. Impromptu doesn’t necessarily mean unimportant so do be vigilant and don’t be tempted to collaborate on a contract, map out your sales territory or discuss important strategy in a public place.
“For those meeting customers the image you’re trying to project is important but those meeting in cafes or hotels close to a customer’s office may inadvertently find themselves in the proximity of competitors or customers,” he adds.
The Glasgow City Marketing Bureau (GCMB) developed an initiative called Coffee Shop Conferences and ran one for the 6th Europaediatric conference in Glasgow recently. It enabled the conference organiser to reach out to the general public in an informal and relaxed environment, and was a fresh twist on satellite symposia.
GCMB Chief Executive, Scott Taylor, tells CN it was a completely different way of engaging families and children who either wouldn’t or couldn’t attend a plenary session for 3,000 people and ask a question.
“Speakers from the conference presented in a coffee shop to parents with their children about paediatric medicine and answered questions,” he says. “I especially like conferences where carers, practitioners and individuals who may face a challenging health issue get together. The dynamics are completely different, and there is a frisson of pressure on the medical fraternity that you don’t get at other styles of conferences. Medics are so into their work; it’s a vocation and a life choice, and they love the dynamic.”
He says transferring that into small venues, you again change the accessibility of the professionals and the way they interact. “It’s not a solution for every conference, but from our standpoint, it was a first for industry, and a first for the client to try out.”
The success of the launch has generated demand from establishments across the city to host a Coffee Shop Conference including; Starbucks; Byres Road; Cup; Renfield Street; the Willow Tearooms; Buchanan Street; and the Butterfly and the Pig, Bath Street.
A winner of investment on the BBC’s Dragons’ Den, Magic Whiteboard allows anyone to create an instant whiteboard for a meeting anywhere. Turn any office, reception, cafe into an instant meeting room in seconds.
Simply tear off one the sheets from the roll and place on a wall, window or door and the sheet clings using static and leaves no marks. Use any dry whiteboard marker pen to write on Magic Whiteboard, wipe clean and reuse.
MD and Founder, Neil Westwood, tells CN that Magic Whiteboard is used by companies who have a limited amount of meeting rooms. They can turn any room/office/lobby or space into a meeting room with Magic Whiteboard.
“We have seen people using them on the Tube, on trains, in libraries, in cafes and hotels,” says Westwood. “It was used by Prime Minister David Cameron, above, for a small business event in Number 10 Downing Street’s garden to talk about employing apprentices and exporting.”
Venues are also taking advantage of their available space creatively without the need for expensive expansion plans. UniSpace Sunderland, the conference and events arm of the University of Sunderland, has focused recently on creatively developing every space available to them, which is especially important for academic venues that have a limited operational window. It developed its outdoor spaces for larger events, such as the large Military Tattoo in 2012, and even made the glass roof of the National Glass Centre with views across the River Wear available for events such as car launches.
“Academic venues in their very nature face limitations as their space is predominantly for educational use, so finding ways of making venues available for conferences and events during term time requires a bit of creative thinking,” says Commercial Services Manager at UniSpace Sunderland, Sharon Olver. “We maximise the potential of all the space we have available in order to bring in business during the academic term.”
With budgets being strained, organisers are having to be more creative with the meeting spaces available to them; whether be it a library, hotel lobby or outdoor space.
This was first published in the October issue of CN. Any comments? E-mail conferencenews@mashmedia.net
