Tools and venue details for meeting planners

The details that make or break a meeting

Whether it's a board meeting, a regional sales meeting, a training day or part of a larger MICE programme, meetings depend on a handful of practical things. The room must fit the group in the right layout, be it boardroom, U-shape, classroom or cabaret. The screen must be visible from every seat and work with presenters' laptops. Hybrid attendees need to see and hear the room. Breakouts need to be close by.

Venue brochures often give a single headline capacity and a photo. What you actually need is room-by-room detail.

Room-by-room venue information

For participating venues, BES gathers floor plans, capacities and layouts per room, screen locations with resolutions and specs, branding screens and how they're controlled, power, rigging and access. It's kept accurate with the venue team.

Venues share packs through a secure link created for a specific request, with an expiry date, which you can forward to your client or AV partner. See the example room page for how a single meeting space is presented; the venue is fictional, and real coverage is growing as founding venues join.

Tools for meetings and programmes

Our free directory lists tools meeting planners use for invitations and registration, agendas, attendee communication, timing and hybrid participation. Each tool has a short write-up so you can choose quickly. No account is needed.

Suppliers when you need them

For larger programmes, the supplier directory groups agencies and production companies by category.

A meeting planning sequence

1. Confirm numbers and layout, then check room capacities in the venue pack.
2. Check screens and connections against what presenters will bring.
3. Pick registration and agenda tools that suit the group.
4. For hybrid meetings, choose remote participation tools and confirm connectivity with the venue.

Hybrid meetings without the awkwardness

Many meetings now include people joining remotely. Before booking a room, check where the camera and microphones would go, whether the main screen can show remote participants clearly, and whether there's enough power for laptops around the table. Venue packs record screen and power details where the venue provides them; confirm connectivity with the venue's IT team. The directory's streaming and communication categories list tools for remote participation.