Renting a boardroom for your executive meeting
There are meetings, and then there are executive meetings. The difference is about more than the agenda. It is in the atmosphere, the impression you make and the unspoken message your room sends. An executive meeting in a bare room under fluorescent lights says something very different from a meeting in a boardroom overlooking the Keizersgracht, beneath a seventeenth-century ceiling painting.
At EBC Amsterdam we have been hosting executive meetings, board meetings and strategy sessions for more than 50 years. We know what a boardroom needs in order to work. And just as importantly, we know what goes wrong when you focus on the wrong things.
What sets a boardroom apart?
A boardroom is not an ordinary meeting room. It is a space designed specifically for discussion at the highest level. That does not necessarily mean the largest room, but it does mean a room where everything is right: the acoustics, the technology, the privacy and the impression it makes.
In a boardroom, decisions are made that affect the entire organisation. Mergers, changes in strategy, appointments. That calls for an environment where participants feel at ease and stay sharp at the same time. No distractions, no technical glitches and no noise drifting in from the hallway.
Our Garden House on the Keizersgracht is exactly that kind of space. It seats up to 20 people, comes equipped with a touchscreen smartboard for presentations and video conferencing, and offers direct access to our French courtyard garden for a quiet break. The combination of a listed canal house and modern technology gives executive meetings the setting they deserve.
Choosing the right boardroom layout
The boardroom layout shapes the way your meeting unfolds far more than most people realise. How people are seated around the table determines how they talk to one another.
The classic boardroom layout
One long table, participants on either side, the chair at the head. This is the most common layout for executive and board meetings. Everyone can see and address everyone else. It works best for formal meetings where decision-making takes centre stage.
A square or round layout
For smaller leadership teams, a square table often works better than a long one. There is no clear “head” of the table, which makes the dynamic more equal. Our Apollo Studio features a generous square table that seats up to eight people. It is ideal for board meetings where open discussion matters more than formal structure.
The U-shape
If you are combining a presentation with discussion, a U-shape is practical. The presenter stands at the open end while participants sit in a semicircle. This layout gives everyone a clear view of both the screen and one another.
Which layout suits your meeting?
That depends on three things: the number of participants, the goal of the meeting and whether there is a presentation element. We are happy to advise on this. When you rent a meeting room at EBC, we set up the layout in advance to match exactly what you need.
What to look for when renting a boardroom
Not every room that calls itself a boardroom actually is one. These are the key points to keep in mind when you want to rent a boardroom.
Privacy and soundproofing
Executive meetings often cover confidential topics. A boardroom where you can hear the meeting in the room next door simply will not do. Pay particular attention to this when booking an external venue. At EBC, our meeting rooms are properly separated and give you the quiet you need for confidential discussion.
Technology that works
Nothing undermines the professionalism of an executive meeting faster than a projector that will not connect or a video link that keeps dropping. Make sure the boardroom is equipped with professional video conferencing, a good sound system and reliable wifi. With us, the team tests the technology before your meeting begins.
Reception and catering
Your directors and board members should not have to find their own way to a coffee machine in the corridor. A professional boardroom experience starts at reception. Our front desk welcomes your guests personally, shows them to the right room and makes sure coffee, tea and any lunch are ready and waiting. That business support is what separates a rented room from a genuinely professional experience.
Accessibility and impression
A boardroom on an industrial estate sends a different message from a boardroom in a listed canal house. The location is part of what you are saying. Our building on the Keizersgracht is within walking distance of Amsterdam Central Station, with the P1 and Q-Park Nieuwendijk car parks just around the corner. Easy to reach and impressive to arrive at.
Booking a boardroom at EBC Amsterdam
Whether you are planning a one-off executive meeting or need a boardroom on a regular basis, everything is included at EBC Amsterdam. No hidden charges for technology, coffee or reception services. You book a room and you get a complete experience.
Curious which boardroom best suits your executive meeting? You are welcome to call us on +31 (0)20 520 7500, and we will be glad to think it through with you.
