Hybrid Meetings Made Easy: Plug-and-Play Video Conferencing in Our 8-Seat Boardroom

If you have ever tried to run a hybrid meeting from a hotel room, you already know the usual problems: weak audio, awkward screen sharing, poor seating, and too little space for focused discussion. Hybrid Meetings Made Easy is not just a promise. It is exactly what our 8-seat boardroom is designed to deliver, with practical technology, a professional layout, and a simple setup that helps your meeting start on time.

Whether you are hosting a client update, a project session, a remote interview, or a small team strategy meeting, this guide explains how to use the boardroom for smooth plug-and-play video conferencing. You will learn what is included, how to connect your laptop, what to expect on the day, and how to get the best results from your hybrid meeting.

Hybrid Meetings Made Easy: Plug-and-Play Video Conferencing in Our 8-Seat Boardroom

What makes this boardroom well suited for hybrid meetings?

Our meeting room is designed for small, focused sessions where in-room participants and remote attendees both need a clear, reliable experience. It accommodates a maximum of 8 people and offers a boardroom setup with 8 chairs.

The room itself is approximately 18 m² and includes:

• Daylight for a more pleasant working environment
• Air conditioning for comfort during longer sessions
• Blackout capability when you want to reduce glare on the screen
• A 55″ screen with HDMI/USB-C connectivity
• A speakerphone for video conferencing
• High-speed Wi-Fi
• A whiteboard and markers

This combination matters because hybrid meetings work best when the technology is simple and the room supports concentration. A dedicated screen improves visibility for presentations and remote participants. A speakerphone helps the whole room join one call more naturally than relying on a laptop alone. Stable Wi-Fi supports consistent video and audio quality.

What does plug-and-play video conferencing mean here?

In practical terms, plug-and-play video conferencing means you can bring your own laptop, connect it to the room’s screen, and run your preferred video meeting platform using the room’s available equipment.

The setup supports:

• Laptop connection via HDMI or USB-C
• Video calls using the 55″ screen
• Audio participation through the speakerphone
• Online access through high-speed Wi-Fi

The room is built to support your workflow rather than force you into a complicated system. You bring the laptop that already has your files, meeting links, accounts, and preferred apps. Then you connect and start.

For many teams, this approach reduces friction. It keeps your workflow familiar and helps avoid delays caused by logging into shared devices or adapting to unfamiliar interfaces.

How to set up a hybrid meeting in the boardroom

Getting started is straightforward. Here is the simplest way to prepare your session.

1. Bring your laptop

The room supports video conferencing when you bring your laptop. This keeps your files, calendar invites, and meeting software in one place.

2. Connect to the 55″ screen

Use HDMI or USB-C to connect your device to the display. This allows everyone in the room to view presentations, agendas, spreadsheets, or remote participants more comfortably.

3. Join your call

Open your meeting platform on your laptop and join as usual. The room supports video conferencing through the available speakerphone and screen connection.

4. Use the high-speed Wi-Fi

Connect to the hotel’s high-speed Wi-Fi for the meeting. Reliable connectivity is essential for screen sharing, stable video, and uninterrupted audio.

5. Adjust the room for visibility

If the screen needs less glare, use the room’s blackout option. If you want a brighter atmosphere for discussion and note-taking, keep the daylight in place.

6. Use the whiteboard for in-room collaboration

The whiteboard and markers make it easy to outline discussion points, capture action items, or structure a workshop segment.

A quick answer: can the room handle video conferencing?

Yes. The boardroom supports video conferencing with a speakerphone, a 55″ screen, HDMI/USB-C connectivity, and high-speed Wi-Fi. You simply bring your laptop and connect it.

That direct setup makes the space suitable for:

• Team check-ins with remote colleagues
• Client presentations
• Interviews and review sessions
• Small workshops with online participants
• Planning meetings during business travel

Why a dedicated boardroom beats meeting from a guest room or lounge

It can be tempting to run an online meeting from any available space. For short calls, that may be fine. But when the meeting matters, a dedicated room creates a more professional result.

Better audio for group participation

A speakerphone is far more practical than relying on a laptop microphone when several people are speaking in the same room. It helps remote participants hear the group more clearly and keeps the conversation moving.

Better visibility for everyone in the room

A 55″ screen gives participants a shared visual point of focus. This is especially useful when reviewing slides, discussing figures, or following comments from remote attendees.

Better structure and fewer distractions

The room is set up specifically for meetings, with boardroom seating, daylight, air conditioning, and blackout capability. That is very different from trying to improvise around beds, lounge traffic, or casual seating.

Better fit for confidential or focused discussions

A dedicated meeting room supports a more controlled environment for sensitive conversations, planning sessions, and decision-making.

Boardroom details at a glance

Here is a simple overview for quick planning.

Who can book the boardroom?

The boardroom is available to:

• Hotel guests
• External companies

Registration upon arrival is required for external companies. This makes the room a practical option not only for overnight stays, but also for local business meetings, interviews, and compact off-site sessions.

If you want to combine your meeting with other on-site services, it is also useful to know that the bar welcomes non-guests within capacity limits. For broader stay planning, you can also explore rooms and prices, facilities, and surroundings and activities.

Booking hours, lead times, and confirmation

The meeting room is available daily on request between 08:00 and 20:00.

Reservations are made via Contact, with confirmation within 24 hours. If you need the room for the next working day, booking must be completed by 17:00 at the latest.

That booking structure is helpful for business travelers and local companies alike. It allows enough time to confirm availability while still supporting relatively short planning windows.

Meeting room pricing

Clear pricing makes planning easier. The boardroom rates are:

• Per hour: €35.00
• Half day: €95.00
• Full day: €165.00
• Coffee/tea + water: €6.50 per person

This gives you flexibility based on the type of meeting you are running. A short status meeting may only need an hourly booking. A training session, workshop, or multi-part discussion may suit a half-day or full-day booking better.

Cancellation and payment terms

The cancellation policy is straightforward:

• Free of charge up to 48 hours before start
• Thereafter 50% of room hire
• No-show: 100%

Accepted payment methods include:

• Debit card
• Visa
• Mastercard
• American Express
• Contactless

If you need company administration support, an invoice in company name is possible.

Practical tips for a seamless hybrid meeting

Even with a plug-and-play room, a few simple steps can make your meeting run even better.

Before the meeting

1. Check your laptop ports so you know whether you will use HDMI or USB-C.
2. Open your presentation and meeting link in advance to save time.
3. Arrive a little early to test your screen connection and audio.
4. Confirm participant count to ensure the 8-seat setup matches your needs.

During the meeting

• Place the laptop where cable reach and screen visibility work best.
• Use the speakerphone so remote attendees can follow group discussion more clearly.
• Share action points on the whiteboard for in-room alignment.
• Use blackout if daylight creates screen glare.

For longer sessions

• Consider adding coffee/tea + water for participants.
• Choose a half day or full day booking if your agenda includes multiple sessions.
• Build short breaks into the schedule to maintain focus.

Combining business travel with a practical stay

For guests staying overnight, the boardroom complements the hotel’s broader offering well. The property includes 18 rooms ranging from 18–32 m², with features such as air conditioning, walk-in rain shower, high-speed Wi-Fi, and daily cleaning.

Room options include:

• Cosy: 18–20 m², 2 adults, Queen 160×200, patio/side street, from €109
• Deluxe: 22–26 m², 2 adults, King 180×200, quay/harbor (partial), from €149
• Suite: 30–32 m², 2 adults, King 180×200, panoramic harbor view, from €199
• Family Room: 24–28 m², 2 adults + 1–2 children, Queen + sofa bed, on request

That makes it easier to turn a meeting into a productive overnight work trip, especially when you want meeting space and accommodation in one place.

Frequently asked questions about hybrid meetings in the boardroom

Can I use the meeting room if I am not staying at the hotel?

Yes. External companies can book the meeting room, and registration is required upon arrival.

Do I need to bring my own laptop?

Yes. For video conferencing, bring your laptop and connect it via HDMI or USB-C.

Is there Wi-Fi for online meetings?

Yes. The room includes high-speed Wi-Fi.

How many people can the room hold?

The boardroom accommodates a maximum of 8 people.

Is the room available every day?

Yes, on request, between 08:00 and 20:00.

Practical takeaway

If you need a small professional space for online and in-person collaboration, this boardroom offers the essentials without unnecessary complexity.

What you get:

• A dedicated 8-seat boardroom
• 55″ screen with HDMI/USB-C
• Speakerphone for video conferencing
• High-speed Wi-Fi
• Daylight, air conditioning, and blackout capability
• Straightforward pricing and booking

In short, the setup supports meetings that feel organized, professional, and easy to run.

Conclusion

Hybrid meetings succeed when technology stays simple and the room supports the way people actually work. That is exactly the advantage of our plug-and-play video conferencing boardroom. With seating for up to 8 people, a 55″ screen, speakerphone, HDMI/USB-C connectivity, and high-speed Wi-Fi, it is built for practical business use from the moment you walk in.

If you are planning a small meeting, client call, interview, or collaborative session, request the boardroom via Contact and secure a professional space that helps your hybrid meeting run smoothly. For a complete business stay, you can also explore rooms and prices and facilities while planning your visit.