Your 10-point checklist for booking the perfect meeting room in Amsterdam

april 8, 2024
3 mins read

When it comes to organizing a meeting in Amsterdam, there are countless possibilities in this charming and historic city. Whether it’s for a board meeting, brainstorming session, or a network event, you’ll need to take into account several essential factors to find your perfect meeting room. Here’s a comprehensive guide to help you navigate this process easily and succesfully.

1. Capacity & Layout

First and foremost, consider the size and layout of the meeting room. Make sure that the space you choose can comfortably accommodate all your attendees, with a layout that drives engagement and interaction. 

Consider different seating arrangements and the room’s flexibility to adapt to your meeting’s needs. Will you need a board-room set-up, a U-shape or a theatre set-up? All these factors drive the success of your meeting. That’s why you can find the different possible set-ups of our meeting rooms in the brochures. 

2. Location

The location of your meeting room directly impacts the attendance and the overall mood of your meeting. Go for a venue that’s centrally located and easily accessible by Amsterdam’s public transport, like the trams, buses, and the metro. So is our building easily accessibly by metro (Weesperplein station is right outside our door) and by several buses and trams that stop right around the corner.

A picturesque location also adds to the memorability of your event, so pick a venue that shows views of the city’s historic canals and groundbreaking architecture. Impressed guests guaranteed – especially when you pick a venue with a spectacular glass dome and Dutch design in every corner (hint, hint).

3. Facilities & Equipment

A successful meeting relies on the right tools and facilities. From state-of-the-art AV equipment for presentations to whiteboards for brainstorming sessions, check whether your venue has all the technology you need. 

Additionally, consider the comfort of the room, including adjustable lighting and climate control, to keep everyone focused and engaged. 

Naturally, our meeting rooms have all these facilities. Please check out the instruction manual on the table or ask our facility boys & girls if you need any help. 

4. Internet Access

In today’s digital age, robust internet access is non-negotiable. Make sure to check if the venue offers high-speed Wi-Fi to support all your online needs, from live streaming to accessing cloud-based documents. As hybrid meetings are more popular than ever before, the stability of your Wi-Fi connection can make or break your meeting. That’s why we have super fast, super reliable wi-fi in every meeting room. 

5. Acoustics

You’re booking a meeting room for important discussions, so excellent acoustics are essential. Spaces with high ceilings or large windows might look impressive but can sometimes create echoing issues. 

Opt for a room with soundproofing features to ensure that every word is heard without distractions. (Little hint: Though our celings might not be as pretty as the rest of our interior, they make sure the acoustics are ultra clear.)

6. Catering Services

Food and beverages are crucial to keep the energy levels high, and to keep your guests attentive. That’s why you should opt for meeting rooms with in-house catering services. Preferably with a range of options, from coffee breaks to full meals. Make sure to check out our special catering arrangements and select your preferences beforehand. That’s how you set the groundworks for a productive meeting. 

7. Parking

While Amsterdam is known for its bike-friendly culture, it can happen that your guests prefer to drive. Check the availability of parking facilities near the venue, especially if it’s located in the city center. There are several Q-parks available within the area, that are all within walking distance of Capital C.

8. Breakout Spaces

If your meeting asks for smaller group discussions or private one-on-ones, it’s crucial to have acces to break-out spaces. These areas provide a change of scenery, offer privacy and quiet, and can stimulate creativity and productivity. At our venue, it’s possible to combine multiple meeting rooms for break-out sessions, or even take-over the whole building. Make sure to get in touch so we can make you the best proposal. 

9. Reception Service

A smooth check-in process sets the tone for your meeting. A reception service gives you a professional welcome, assists with directions, and manages any last-minute queries, so you can focus on getting the most out of your meeting. 

The moment you enter our building, you’ll receive a warm welcome from our reception who’ll show you the quickest way to your meeting room. If you have any questions, they’re more than happy to assist. 

10. That Little Extra

Lastly, consider what unique features a venue offers to make your meeting memorable. It can be a historic setting, a rooftop terrace with panoramic views of Amsterdam, meeting rooms by Dutch Designers that are top-to-toe filled with art, an in-house restaurant where you can celebrate a succesful meeting, or state-of-the-art sustainability practices. All these details can turn your boring meeting into an exceptional experience. (Little hint: We have it all.) 

In conclusion, Amsterdam’s diverse range of meeting rooms can cater to virtually any requirement. By keeping these ten factors in mind, you’re well on your way to booking a space that not only meets but exceeds your expectations. So you can have the productive, enjoyable, and memorable meeting that takes your business to the next level.

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