London Bridge Hotel What to bring to a hired meeting room Posted on 12/02/2026 by London Bridge Hotel A hired meeting room provides a professional setting for presentations, workshops, client meetings and team discussions. When planning what to bring to a hired meeting room, it’s also important to choose the venue carefully. Book a well-equipped meeting room or site in advance, taking into account the building’s accessibility features and facilities. The location of your meeting space can greatly affect attendance and punctuality, so choose a venue that is convenient for all participants. A good meeting room or office should provide a clean, comfortable and well-presented environment where people can focus. If this is your first time organising a meeting space, it may also help to read Booking your first meeting room – What you need to know, which explains the key considerations when selecting and preparing a venue. Arriving prepared helps the meeting run smoothly, prevents technical disruptions and allows everyone to focus on the purpose of the session. The following checklist outlines what to bring to a hired meeting room so your meeting is organised and productive. Essential Technology When considering what to bring to a hired meeting room, technology is usually one of the most important factors. Most business meetings involve presenting slides, sharing documents, or connecting to a display screen, so bringing your own equipment helps ensure everything runs smoothly. Start with your laptop or tablet, ensuring all presentation files are saved locally rather than relying on cloud access. It is also important to bring chargers for your laptop and phone, as meetings can often run longer than expected. Many meeting rooms use different display connections, so bringing HDMI cables or adapters such as USB-C or VGA converters can prevent delays when connecting to the room’s screen. For a more stable internet connection, consider bringing ethernet cables in addition to relying on the venue’s reliable Wi-Fi connection. When it comes to presentation equipment, the importance of PowerPoint displays, visual aids like whiteboards and flip charts and speakers for clear audio cannot be overstated for effective presentations. High-quality audio-visual equipment, including projectors, large screens, and sound systems, should be available in a good meeting room. If you are presenting, a presentation clicker allows you to move through slides without needing to stand by your laptop. It is also wise to prepare a backup of your presentation on a USB flash drive and in some cases a portable Wi-Fi hotspot can be useful if the venue’s internet connection becomes unstable. Presentation Materials While many meetings are now digital, printed materials still play an important role in helping attendees follow along with the discussion. Bring printed copies of your presentation or handouts, particularly if the meeting involves clients or training participants. A clear meeting agenda helps keep conversations structured and ensures key topics are covered within the available time. If you are presenting information or proposals, you may also want to bring supporting reports, documents, or reference materials. For example, you might include market research, financial summaries, or case studies relevant to your agenda. For networking or client-facing meetings, business cards and company brochures can help reinforce your brand and make follow-up conversations easier. Having a few extra copies available can be helpful in case additional attendees join the meeting. Stationery and Note-Taking Even in technology-driven meetings, traditional stationery is often the quickest way to capture ideas and action points. A notebook or notepad and several pens will allow you to quickly write down notes, feedback, and tasks during the meeting. If the session includes brainstorming or workshops, sticky notes can help structure ideas and encourage participation. For meetings that involve collaborative planning, whiteboard markers may also be useful, particularly if the room includes a whiteboard or flip chart. Meeting Support Items Small items can make a surprising difference during longer meetings or events. Simple supplies such as name tags for workshops or group sessions, breath mints, or facial tissues can help attendees stay comfortable and confident. It can also be helpful to have practical items available in case something unexpected happens. A small first aid kit, tape, or paper clips can quickly solve minor issues without disrupting the meeting. Personal Comfort Meeting rooms can vary in temperature and facilities, so bringing a few personal items can help you stay comfortable throughout the session. A water bottle helps you stay hydrated, especially if you are presenting or speaking frequently. Light snacks can be useful during longer meetings where catering may not be provided. Many conference rooms are heavily air-conditioned, so bringing a light sweater or jacket can make the environment more comfortable. Access to fresh air and proper temperature control helps keep attendees comfortable, alert and focused during meetings. Temperature control is one of the most important parts of a comfortable meeting room. If the meeting involves standing presentations or networking, comfortable shoes can also make a difference. Comfortable seating is a key amenity for any meeting room. Catering and Refreshments No meeting is complete without the right food and drink options to keep everyone refreshed and focused. When selecting a meeting room, check what catering services are available, whether it’s a simple coffee and tea setup, a selection of snacks, or full meal options for longer sessions. Many venues now offer a dedicated coffee lounge or breakout area, giving attendees a comfortable space to recharge between discussions. It’s important to ensure that the catering can accommodate various dietary requirements, so all attendees feel included and cared for. Having a range of drink options and snacks on hand can help maintain energy levels, especially during intensive presentations or training sessions. Quick Pre-Meeting Check Before the meeting begins, take a few minutes to confirm that everything is working as expected. Test your laptop connection to the room’s screen or projector to ensure your slides display correctly. Confirm the Wi-Fi network and password, and check whether whiteboards, flip charts, or video conferencing equipment are available if needed. It is also helpful to confirm whether refreshments or catering are included, particularly for longer meetings. London Bridge Hotel Meeting Rooms If you are hosting your meeting at the London Bridge Hotel, many of the essentials you might be thinking about when planning what to bring to a hired meeting room are already provided. The hotel offers five dedicated meeting rooms for groups of 6 to 60 people, suitable for conferences, interviews, training sessions and corporate meetings. Each room includes high-speed wired and wireless internet, large flat-screen TVs and electronic roll-down projector screens, along with air-conditioning and adjustable lighting for a comfortable environment. Flexible layouts and modern AV equipment help support a range of meeting styles. A dedicated events team is available to assist with setup, and a variety of packages include food and drink options, from coffee and snacks to full catering for longer meetings. Located in the heart of London Bridge, the venue combines modern facilities with a convenient central location for business events. In Summary: What to Bring to a Hired Meeting Room Here’s a checklist of must haves for a successful meeting in a hired meeting room. Before leaving, make sure you have everything you need and remember to consider the number of people attending when preparing materials and supplies. Technology Laptop or tablet Laptop and phone chargers HDMI cable or display adapters Presentation clicker USB drive with presentation backup Documents and Materials Printed presentations or handouts Meeting agenda Supporting documents or reports Business cards Company brochures or marketing materials Stationery Notebook or notepad Pens and pencils Sticky notes Whiteboard markers (if needed) Practical Extras Name tags for group meetings Breath mints Small first aid kit Tape, clips, or other small supplies Personal Items Water bottle Light snacks Sweater or light jacket Arriving with these essentials prepared will help your meeting start smoothly, keep discussions organised and allow you to focus on the conversation rather than the logistics. Use this checklist to stay organised and ready for your next session.
