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Prepare for meetings with a conference room equipment checklist

Meeting organizers and persons in charge can use this conference room equipment checklist to ensure that all facilities, tools, and materials are available and functional for the purpose of a scheduled meeting. Check if equipment such as a SMARTboard, Polycom speakers/microphones, and digital projectors are available and working. Confirm that the electrical power in the room is sufficient, if contingency plans are in place in case of equipment malfunction, and if any additional costs will be incurred. Check to make sure your conference room is fully equipped for meetings.

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Meeting Room Equipment Checklist
Equipment
Confirm availability and functionality of the following items.
SMART Board
Polycom Speakers/Micrphones
Screens for projectors
Digital Visual Projector
Computer/Chrome Box
Keyboard and Mouse
Video Conferencing System
Auxiliary equipment such as laser pointers
Adequate lighting
Facilities and Contingency
Computer connections working?
Room has working wifi?
Electrical power is sufficient?
Built-in sound system is working?
Is the room sound-proof?
Is the ceiling height adequate for projectors?
Is remote light control capability available?
Can windows be covered with shades, blinds, or curtains?
Can additional equipment be provided if needed?
Is there available support in case of equipment malfunction?
Is security provided to ensure that equipment does not go missing or is stolen?
Does the office have an alarm system, CCTV surveillance, and a fire alarm?
Is there a designated person responsible for lost, stolen, or damaged equipment? (State who)
Can the meeting room be accessed prior to the meeting for setup?
Sign-off
Full name and signature of meeting organizer
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Ensure that all materials are available and functional for the conference purpose.


A Conference Room Equipment Checklist is a valuable tool for businesses and organizations of all sizes. It allows you to quickly and easily ensure that all the necessary equipment is present and in working order before each meeting or event. Having a checklist in place can save time, energy, and money, as well as ensure that your conference room is always ready for use.


The primary benefit of using a Conference Room Equipment Checklist is that it allows you to quickly and easily verify that all the necessary equipment is present and in working order. This means that you don’t have to worry about forgetting something or having to spend time searching for a piece of equipment that you need. Instead, you can simply check off the items on the list and move on to the next task.


Another benefit of using a Conference Room Equipment Checklist is that it helps to ensure that all the equipment is properly maintained and in good working condition. This means that you can avoid any costly repairs or replacements that may be necessary if something is not working correctly. Having a checklist in place also helps to ensure that all the equipment is up to date and ready for use, reducing the chances of any technical issues.


Please note that this checklist template is a hypothetical appuses-hero example and provides only standard information. The template does not aim to replace, among other things, workplace, health and safety advice, medical advice, diagnosis or treatment, or any other applicable law. You should seek your professional advice to determine whether the use of such a checklist is appropriate in your workplace or jurisdiction.
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