Whether you’re pitching to a dream client, running a strategy session, or gathering the team for a big decision, the space you meet in makes all the difference. A good meeting room doesn’t just look professional; it helps you stay focused, organised, and confident.
At Welsh ICE, our meeting room at Ty Merlin has hosted a range of events, from board meetings and interviews to catch-ups and half-day workshops. So, we’ve pulled together our top tips to help you run a smooth, productive and impressive client meeting every single time. To make it even easier, we’ve put together The Perfect Meeting Checklist. A simple guide you can use to plan, run, and follow up on every meeting. Keep it handy alongside these tips to make sure nothing slips through the cracks!
1. Start With Purpose: Know Exactly What You Want to Achieve
Before booking the room, ensure you’re crystal clear on the meeting’s goal. A focused meeting is always a more productive one.
Ask yourself:
- What outcome do I want by the end?
- What decisions (if any) need to be made?
- What info do attendees need beforehand?
- Who genuinely needs to be in the room?
A clear purpose helps you shape the agenda, set expectations and avoid the “could have been an email” trap.
Top Tip: Engagement drops after 30 minutes. Keep agenda points short, logical, and sharply focused.
2. Set the Scene
The environment shapes behaviour. A professional, distraction-free room helps everyone focus, stay on-task, and take the meeting seriously.
Our meeting room at Ty Merlin is built for exactly that, with:
- Seating for up to 14
- Superfast Wi-Fi
- Screens & projector
- Flipcharts
- Wheelchair access
- Air con (for both heatwaves and Welsh drizzle)
- A 360° Owl camera for hybrid meetings
It’s calm, organised and designed for getting things done, which instantly sets the tone for productive conversations.
Did you know? 70% of professionals prefer meetings in the morning, book early for max productivity.
3. Use Visuals to Keep People Engaged
Studies show people remember 65% more information when visuals are used. So if your meeting involves data, plans, options or creative ideas, visuals shouldn’t be optional; they’re essential.
Consider using:
- Infographics
- Slide decks
- Live demos
- Screensharing (with the Owl camera for hybrid sessions)
- Charts and graphs
- Physical samples or mock-ups
A good visual turns a complicated point into something people can immediately understand.
4. Build Breaks Into Longer Sessions
If your meeting is longer than an hour, build in at least one short break. It keeps energy levels steady and stops conversations from draining out.
Breaks give people time to:
- Recharge
- Process information
- Make notes
- Have informal chats that spark ideas
- Grab a drink and reset
And yes, refreshments matter more than people admit. A hot drink or a biscuit stops the dreaded “mid-meeting slump”.
Top Tip: Schedule breaks before energy dips. A five-minute pause every hour helps keeps people alert.
5. End With Clear Actions
Closing a meeting well is just as important as opening it.
Before anyone leaves the room:
- Summarise key decisions
- List agreed actions
- Assign clear owners & deadlines
- Confirm next steps or next meeting date
Then send a quick follow-up email so everything is written down and nothing gets lost. People feel more confident when they know exactly what’s expected of them. It’s simple, but it can be the difference between “great chat” and “great progress.”
Top Tip: Ask everyone for a final check-in before you close; you might catch questions that would’ve become roadblocks later.
Run Your Next Meeting at Welsh ICE
If you want all of the above without the hassle, our meeting room at Ty Merlin is ready when you are, and is designed to impress clients from the moment they walk in.
Prices:
- Hourly Rate | £30/£20.*
- Half Day (4.5 hours) | £100/£67*
- Full Day (9 hours) | £150/£100*
*member price
Optional add-ons:
- Tea/Coffee – £2.50pp
- 360° Owl Camera – £20/hour or £100/day
Plus:
- Free parking
- Easy access to Cardiff & the M4
- Pet-friendly space
With all this in place, Ty Merlin is ready to make your next meeting effortless and effective. Book your meeting with us today and give your clients a professional experience they won’t forget.
