This may sound like a simple task. But it is easy to get wrong and an important skill to finesse.

When preparing a room for multiple guests, often of a senior nature and potentially from multiple organisations it is important to have all bases covered and backup plans in place. Your boss will be grateful!

The basics

1. Is the room clean? This includes tables wiped and dry, bins emptied, carpets vacuumed and no rubbish or other unnecessary paraphernalia in the room. If you do not think things are up to standard, address it yourself or find the correct people to do it, then re-check.

2. Is there enough space for the guests? Are there enough chairs? Make sure they are all pushed in neatly and correctly spaced around the room.

3. Is the layout functional? If there will be a presentation can everyone see it? If a round table can everyone see each other?

4. Stationery. Make sure the room is stocked with necessary stationery, either laid out for each person or readily available in a corner. Even if you have been told none is necessary, there will always be someone looking for a notebook or a new pen!

5. Refreshments. Be guided by your boss or organisation as to what they normally provide. Usually at a minimum water will be available. Beforehand, check cups, glasses, and bottles, and have spares close by. If offering a wider range of food etc., agree in advance the appropriate timing for catering to arrive. This saves interruptions at critical times.

6. Technology. Find out in advance what, if anything, is needed. Then, test, test, and test again. If possible, ask for PowerPoints or other documents in advance to load and test beforehand. Check with your boss if they need help during the meeting or if they are happy to do it themselves. If someone else is bringing their device for you to connect on the day, try and ascertain what if any connecting cables they need. If you are in any way unsure take as many options as you can and have IT on standby just in case.

7. Have the Wi-Fi code easily accessible for any guests that might need it.

8. Visual aids, if you have been asked to provide a whiteboard/flip chart or similar you will need to check you have the correct pens (and spares), relevant erasers or cleaning fluid and plenty of paper.

9.  Check in advance if there are any handouts or documents that need printing for all participants. If so, have these (and spares) laid out in advance and ready for their arrival.

During the meeting.

1. Agree in advance if you are required to join the meeting or come in at intervals to check they have everything they need.

2. Try and ensure the noise outside the room is kept to a minimum.

3.  Be on hand and available to pop in at a moment’s notice if needed.

Other things to consider.

1. Do not forget you will be interacting with people at a senior level and who you may not know. Make sure to dress appropriately. Research beforehand so you know who you are dealing with.

2. If you have people joining from overseas, there may be cultural differences in what they expect. Check in with their Executive Assistants to see if there is anything they need or might prefer.

3. Will anyone be joining by video or telephone conference? If so, set up the correct systems and test in advance.

4. It is always worth having a few essentials like a spare extension cable, spare HDMI cable, extra stationery, and spare batteries either in the room or very close by so you can respond to any requests quickly.

Get the basics right and alleviate unnecessary stress for both yourself and those you support. First impressions like these can and do make a big difference.

Dark Spectrum

Hidden beneath the city, an electronic labyrinth awaits in the abandoned railway tunnels below Wynyard Station, open to the public for the very first time with Dark Spectrum.

Lose yourself across eight monochromatic rooms, in a transportive multi-sensory experience inspired by the euphoria found on underground dancefloors. Guided through a progression of colour, each room is also associated with a new mood – begin in the exciting state of constriction, before making your way to a sense of reflection and revelation. Unlike anything seen before at Vivid Sydney, Dark Spectrum is a portal into another world, one that needs your movements and body to come alive.

Premiering at Vivid Sydney before touring the world, this world-first experience is a timed and ticketed entry event, created in partnership with Sony Music, Mandylights and Culture Creative. Don’t miss out, book now!