first, get yourself a booking system if you possibly can. online booking apps or programs are available and allow users to book a specific room, on a specific day, for a specific amount of time. easy!
many of us are still using excel and a frustrated administrator to organize training rooms. be kind. be nice. be gentle. it is suggested you give as much notice and flexibility as you can muster, even on days when you're not feeling very hospitable or charitable ...
when booking a classroom check:
- what will the room look like to the students (a good place to spend 4 days? messy? uninviting? dirty?)
- what time the room is opened on the day the training takes place. is there a cleaner who 'owns' the keys? how can you contact this person? and what if you want to start before, and/ or end after, the allotted opening hours?
- computer (does it exist? how is it used? do you need to bring my own?)
- internet connection (how bad is it?)
- projector (does it exist? and if it does, where is it? is there a zapper/ buttons to use the projector? and where is it located? how does the projector work? are there any tricks to ensuring it work? and is there a technician if it doesn't? is there a wire to connect the computer with the projector or do you need to bring one with you?)
- light switches (where are they? how do they work? does the electricity regularly disappear at any point ?)
- air conditioner/ heater (where is the temp switch? does it work? do I have to share it with other people/ training rooms? who do you contact if it stops working?)
- how do the curtains open? can the windows be blacked out if you need to show a film?
- how do the windows open?
- does the door close?
- minimum and maximum number of participants which can fit in the room?
- how many tables? (can they be moved? are the legs attached to the table top?)
- how many chairs? how many of those are broken? where can you find extra chairs if you need them?
- are there any noises which will interrupt your training?
- is there anything you might trip over?
- layout of the classroom and can that be changed to suit your needs?
- space for leaving your belongings and training materials
- flip charts & stand (is there spare paper? does the stand fall over when pressed lightly?)
- board markers (do you need to bring your own?)
- spare paper & pencils/ pens for students
- water fountain (where is it? how do you refill the water when it runs out?)
- where is the the tea, coffee, water and small food items? what is the system for ordering?
- are there any restaurants nearby?
- bathroom locations
- emergency exit location, where is it? outside meeting point, where is it?
- what has gone wrong in this room previously?
- are there any rules that you must follow when using this training room?
- is there any thing else you should know about that hasn't been asked?
Practice:
- book the room as far as possible in advance
- be as flexible as you can be when someone desperately needs 'your' room. in the end, it isn't 'your' room, even if you booked first ...
picture taken from here
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