Meeting rooms – get them right!

Posted On 14 Jul 2023

Meeting rooms – get them right!

14 Jul 2023
Welcome to July's edition of The Assistants Newsletter!

The Assistants Newsletter

Welcome to July's edition of The Assistants Newsletter!

Welcome to the July edition of The Assistants Newsletter!

July is a big month for EST10. It is our Birthday! Celebrating our 13th year, we are incredibly grateful to have such a wonderful community of dedicated Assistants, loyal clients, talented candidates, and likeminded individuals to connect with. Thank you everyone!

This month we focus on preparing meetings rooms! Like a lot of what we do, it is not as easy as people might think. Even for seasoned Assistants, it can be tricky! With such a shift to virtual meetings and many more people joining meetings (is it just me? ), it is a skill we all need to keep working on! We hope it is helpful.

Much love,


Preparing a room for a board meeting or similar event

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.

Preparing a room for a board meeting or similar event

What’s new….
Clam Bar
44 Bridge Street, Sydney

Clam Bar is the third venue from Dan Pepperell, Andy Tyson and Mikey Clift, the trio behind Surry Hills’ Pellegrino 2000 and Potts Point’s Bistrot 916. The restaurant is inspired by New York and its iconic steakhouses.


EST10 Hot Job

Executive Assistant

$100,000 + Super

Join this warm and welcoming team where you will quickly become part of the family. They are renowned for their customer-focused approach with a strong emphasis placed on exceptional client care.


Most read this month

Fast Company: How to make office gossip your ally. By Roxanne Calder our MD!

Did you know, gossip is a much-needed part of organisational culture and if harnessed properly can be an ally? Whether we like it or not, gossiping builds trust, engagement, and relationships. We have all played a part in office gossip….


Leaderonomics: Unlocking the Power of Skills: Navigating the Changing Landscape for Administrators in the Age of AI. By Roxanne Calder our MD!

Roxanne looks at the ever evolving landscape of an Assistant. She explores how the introduction of AI has once again adjusted the playing field an the impact that has on all our roles.



Upcoming events


Tracy Sheen Your Guide to ChatGPT. 12.30pm

Wednesday 26th July

A not to be missed Masterclass – Your Guide to ChatGPT, Tracy will explain what ChatGPT is, how you can use it and how to leverage it to connect in a more meaningful way.


Adrian Baillargeon Teams that Swear. 12:30 pm

Tuesday 22 August 2023

Adrian is a Leadership Team Performance Facilitator, accredited Executive Coach, and author of “Teams that Swear”.

And something for you....

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!

And something for you....

About the author
Roxanne Calder
Managing Director

As Founder and Managing Director at EST10, Roxanne has an all-encompassing role that includes building and growing the business, as well as actively recruiting and consulting.

After completing a Bachelor’s Degree at Monash University, Roxanne began her recruitment career with renowned recruiter Julia Ross. From there, Roxanne worked in HR and recruitment with a number of global players and boutique businesses throughout Australia, the UK, Singapore and Hong Kong for over 20 years. She has been responsible for managing large teams and projects, implementing RPO models, managing and assisting businesses to an IPO and assisting companies in setting up their recruitment teams and processes.

Following completion of her MBA at the Australian Graduate School of Management, Roxanne launched EST10 in July 2010. In doing so, she hoped to combine the flexibility and high touch service levels of boutique agencies with the structure and strategy afforded to larger firms. Roxanne believes in high-touch, high-care consulting and is always on the lookout for consultants that share this vision of recruitment.