Carr Workplaces
Planning End of Q1 Off-Site Meetings: 6 Factors To Consider When Choosing a Venue

Selecting the right venue for your end-of-quarter, planning, strategy, brainstorming, kickoff, project, department, or any other type of off-site meeting of significance is a major decision. When you thoughtfully choose the right venue, your team members are more likely to leave the gathering feeling invigorated, recharged, and have a more positive outlook about your organization and the meeting itself. 

“Identify a location that is convenient for all attendees and provides the right environment for your offsite goals,” advises Medium’s CEO Tony Stubblebine. “Consider factors such as the size of the space, accessibility, and amenities. You may need a large conference room for group discussions, breakout rooms for small group activities, and outdoor space for team-building activities.”

In this blog, you’ll learn what goes into planning a successful off-site meeting, including six factors to consider when planning end of Q1 off-site meetings – or any other meeting of importance in general. You’ll also discover why Carr Workplaces’ nationwide network of coworking centers are uniquely equipped to meet your needs (and simplify your planning process) as you plan and hold successful end of quarter meetings.

1. Meeting and Conference Room Capabilities

This may be obvious, but one of the primary factors you must consider when choosing a venue for end of Q1 off-site meetings is the location’s meeting and conference room capabilities. 

Can the proposed location accommodate the size of your group? Do meeting rooms come fully furnished and equipped with everything you and your team might need?

Planning End of Q1 Off-Site Meetings: What You Need To Know About Carr Workplaces’ Meeting and Conference Rooms

What you may not know is that all Carr Workplaces coworking centers include fully-furnished, upscale meeting and conference rooms that can be ideal for end of quarter, off-site team meetings.

Meeting spaces are available in small, medium, and large sized layouts and may be configured to meet your specific needs. Our award-winning meeting and conference rooms also feature elegant décor and live plants to create a warm, inviting environment.

Additionally, complimentary pens, whiteboards, flip charts, pens, stationary, gourmet coffee and tea, and filtered water are provided when you book meeting and conference rooms at our coworking centers.

2. Availability of On-Site Food and Beverage Service

Whether you’re planning a one-day, off-site meeting or a multi-day affair, your team members will most likely require sustenance throughout the gathering. 

You don’t want employees running out of steam and energy during brainstorming sessions, presentations, and the other activities that are planned for your off-site.

Take the stress out of planning your meeting by adding catering to your Carr Workplaces meeting and conference booking. Catering may be added to any meeting and conference room booking at any of our coworking centers.

When you add catering to your meeting and conference booking, that translates into time saved because you don’t have to search for a quality catering company in the area in which you’re holding your off-site meeting.

Beverage service also may be easily added to your booking if you want to provide refreshments beyond gourmet tea and coffee and filtered water during your off-site.

3. Meeting Support

Another essential to look for when planning end of Q1 off-site meetings is what kind of support the venue can provide.

Here’s what you’ll get when you book meeting and conference rooms at any Carr Workplaces location:

• Support from our on-site community management team is automatically included with your booking.
• Our community management team will function as an extension of your team.
• A member of our friendly community management team can meet and greet guests when they arrive. 
• Support from our on-site team includes hands-on presentation support and printing and/or scanning documents.

4. Breakout Rooms

Another essential to look for when planning end of Q1 off-site meetings is the availability of breakout rooms. 

Breakout rooms often are ideal for brainstorming and problem-solving sessions, impromptu discussions, training, and small group discussions. You may even want to use breakout rooms when you’re asking team members for feedback.

Members of your team who are shy about speaking up in front of large groups are often more comfortable sharing their opinions in a more intimate setting among a smaller group of people, which breakout rooms can facilitate.

Our coworking centers can provide smaller spaces that are perfect for breakout group sessions. These include traditional meeting and conference rooms, quiet libraries, and community cafés.

Some of our locations — such as our K Street center in Washington, D.C. — include spaces that are specifically designed to be used as breakout rooms.

Our breakout rooms are cozy and comfortable and feature soft seating, tables, and chairs for informal discussions.

5. Technology Availability

It’s also important to ask any venue you’re considering for your meeting about the technology that is available on-site.

Your group will no doubt require reliable, high-speed WiFi throughout your meeting. 

You’ll also want to make sure that the location’s meeting spaces include projection systems for digital presentations. 

Additionally, you may require built-in televisions, built-in Ethernet ports, virtual conference options, and/or a multi-line telephone handset.

Great news! All of the above is included with any of our meeting and conference room bookings.

For any technical issues or questions that arise during your meeting, our on-site IT support team is available to you as well to provide assistance.

6. Event Space for Larger Gatherings

A final element to consider when you’re planning end of Q1 off-site meetings is whether or not the venue can accommodate larger gatherings, particularly if you’re planning a company-wide end of Q1 off-site meeting.

Something to keep in mind is that most of our coworking centers include event spaces or event spaces are directly available onsite. 

Our event spaces vary in size by location but what they all have in common is that they are designed to both impress attendees and provide you with everything you need.

Event spaces include gorgeous outdoor patios and rooftop terraces with one-of-a-kind views, as well as unique, historic event and conference centers that can accommodate as many as 350 attendees.

You may also choose from auditoriums, atriums, ballrooms, theaters, and other types of event spaces at our coworking centers.

As is the case with our meeting and conference rooms, on-site event support is included with your booking and food and beverage services may easily be added to your booking.

Key Takeaways: 6 Factors To Consider When Choosing a Venue for End of Q1 Off-Site Meetings

• Meeting and conference room capabilities.
• On-site food and beverage service options.
• Meeting and presentation support.
• Availability of breakout rooms.
• On-site technology such as high-speed WiFi, projection systems for digital presentations, built-in televisions, built-in Ethernet ports, virtual conference options, and/or multi-line telephone handsets.
• Access to event space for larger gatherings.

Schedule a free tour or call us at (800) 983-5836 to learn more about how our team can simplify your meeting planning and make your gathering a success.

To learn more about our event spaces, check out “Carr Workplaces: The Ideal Location For Your Next Event.”