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Meeting Room Equipment Checklist for Istanbul Events

Taner Ozkurt
Oct 10
3 min read

Updated: 5 days ago

A meeting room equipment checklist helps prevent small technical issues from interrupting an important presentation or workshop. Confirm the room setup before the event, identify who is responsible for each item and keep essential files available in more than one format.

Hotel Büyük Keban’s published meeting-room equipment includes Philips and LG HD projectors, a Bose L1 sound system, wireless input devices, a laser pointer, Wi-Fi, electrical outlets on the tables, two whiteboards and a flip chart. The exact setup should still be confirmed for your chosen room and event date.


Projector, laptop and presentation equipment in a meeting room at Hotel Büyük Keban

Meeting room equipment checklist for visual presentations


Before the event, confirm:

  • which projector will be used;

  • the laptop’s video connection and any required adapter;

  • the preferred screen resolution and presentation aspect ratio;

  • whether embedded video and audio play correctly;

  • whether the presenter needs a wireless input device or laser pointer;

  • where the presenter will stand in relation to the screen.

Bring the final presentation on the main laptop and keep a second copy on a USB drive or secure cloud location. PDF is a useful backup for slides that rely on unusual fonts or layouts, although animations and embedded media may not be preserved.


Audio checklist


Sound requirements depend on the event format. A short presentation may only need computer audio, while a larger session may require the Bose L1 sound system. Tell the hotel whether the programme includes video, remote speakers, music or multiple presenters.

Test audio at the volume expected during the event. A file that plays correctly on a laptop can still require a different output setting when connected to external equipment.


Wi-Fi and online meeting checklist


If the meeting includes video calls, live demonstrations or cloud-based presentations, explain this when requesting the room. Ask participants to download essential documents before arrival and prepare an offline version of critical content.

For a hybrid meeting, identify the platform, host account and remote speakers in advance. The organiser should also confirm who will monitor online participants and manage questions during the session.



Power and device checklist


Hotel Büyük Keban lists electrical outlets on the meeting tables. Even so, count the devices that will need power and bring compatible chargers. Presenters travelling internationally should carry the correct plug adapters for Türkiye.


Useful items include:


  • laptop and charger;

  • video adapter required by the laptop;

  • USB drive containing final files;

  • phone charger or power bank;

  • presentation remote or laser pointer;

  • spare batteries where applicable;

  • extension or distribution equipment if specifically confirmed with the venue.


Do not assume that every cable or adapter is included. Send a short technical list to the hotel before the meeting.


Workshop and note-taking equipment


Whiteboards and a flip chart support workshops, training and group discussions. Confirm whether markers, paper and writing materials will be prepared. The hotel’s published information also lists writing pads and pens or pencils.

When several groups will work simultaneously, state how many separate work areas are required. This may affect the room choice and seating plan.


Room capacity and equipment placement


Equipment takes space. A projector position, presenter table, catering station or recording area can reduce the most practical capacity of a room.


The Grande Meeting Room has published maximum capacities of 80 in theatre layout, 50 in classroom layout, 48 in group layout and 42 in U-shaped layout. The Compact Meeting Room accommodates up to 25 in theatre layout, 15 in classroom layout, 18 in group layout and 15 in U-shaped layout.


For help matching layout and group size, read How to Choose a Business Meeting Room in Istanbul.


A simple technical brief to send the hotel


Include the following information in your enquiry:

  1. meeting date and hours;

  2. participant count and seating layout;

  3. presenter laptop type and connection requirements;

  4. presentation, video and audio formats;

  5. online meeting platform, if applicable;

  6. whiteboard or flip-chart requirements;

  7. planned setup and testing time;

  8. catering or accommodation requests.


Frequently asked questions


Are projectors available in the meeting rooms?


The hotel’s published equipment list includes Philips and LG HD projectors. Confirm which projector and connections will be available in the selected room.


Is sound equipment available?


The published list includes a Bose L1 sound system. Describe the event format and audio sources when making the enquiry.


Is Wi-Fi available?


The hotel lists free high-speed Wi-Fi among its meeting facilities. For an event that depends heavily on live online services, explain the requirements before booking and keep essential content available offline.


When should the equipment be tested?


Allow setup time before participants arrive. The appropriate timing depends on the event programme and equipment, so agree on access and testing arrangements with the hotel.


Confirm the technical setup


Use the Hotel Büyük Keban meeting-room enquiry page to confirm current availability, room setup and equipment. You can also contact reservations@hotelbuyukkeban.com, +90 212 512 00 20 or WhatsApp +90 534 798 5059.

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