Smart Meetings

Smart Meetings - vergaderzalen - Smart Signs Solutions

Smart Meetings

Maximum meeting capacity, increased hospitality and lower costs.

Maximum use of meeting rooms

Reserved but unused meeting rooms are a common source of irritation to managers. These no-shows lower the meeting capacity by an average of 30%. No-shows also lead to expensive, external meeting facilities being reserved unnecessarily. The user-friendly Smart Meetings eliminates this problem, enabling your staff to make maximum use of the meeting capacity in your building.

vergaderzalen - meeting rooms - Smart Signs Solutions
kiosk-welcome sign-meeting room - welkomstbord- deurbord vergaderzaal - Smart Signs Solutions

Higher level of hospitality

Organisations with numerous meeting rooms and a large daily stream of visitors need to be able to respond ad-hoc to changing situations. Consequently, planning does not always match reality. The innovative Smart Meetings provides a user-friendly, up-to-date information system inside your building. On arrival, a digital Welcome Display provides visitors with relevant information. Here they will always find an up-to-date overview of all meetings and other activities with the corresponding times and room allocation.

User friendly for your staff

Smart Meetings is a highly user-friendly concept. At the building entrances, a Meeting Room Finder displays a digital, up-to-date overview of all your meeting locations and the reservations for the day. Staff can see at a glance when and where a meeting room is free and can reserve one then and there (kiosk function). The occupancy information can be accessed and reservations made locally and using a smartphone. Without impacting the regular use of your current reservation system, of course.

Digitale bezettingsgraadmeting op plattegrond met gebruik van draadloze sensoren- Digital Capacaty Utilisation on map with use of wireless sensors- Smart Signs Solutions


Our small radio sensors enable you to monitor the use of a meeting room simply and discreetly. The sensor information updates both the Meeting Room Finder and your reservation system in real time. Consequently, meeting rooms will be released automatically if a meeting ends earlier than scheduled or in the event of a no-show.

Adaptable, modular system

Smart Meetings is a modular system. You only select the components you actually require. The system can easily be adapted at a later date, should your requirements change due to growth, reorganization or other changes. Smart Meetings also integrates effortlessly with your existing systems. Our designers will ensure all components correspond perfectly with your corporate house style. Furthermore, Smart Meetings can easily be extended with Smart Workplace and Smart Hospitality, or components thereof.

Meeting Room Door Signs - Digitale vergaderzaal deurborden en deurbordjes bij vergaderruimte

Destination reached

At each meeting room, dynamic Meeting Room Signs show the present reservation and welcome people as they arrive. Such a room sign is always up to date and offers clarity for visitors and staff alike. It prevents a reserved meeting room accidentally being used by a different group. Staff can also use the Meeting Room Signs to reserve the room (kiosk function).

Management & Analysis

Smart Meetings can be integrated into your existing reservation system simply and smoothly. This will enable you to manage the scheduling of meetings using your own system or the Smart Meetings Agenda. With Smart Meetings, your facility manager will have an innovative resource management tool at their disposal, giving them real-time insight into the efficient use of the various meeting rooms. Meeting Room Sensors continuously register the actual use of the rooms. The data is made accessible as comprehensible analyses and reports. These will enable you to make well-founded decisions regarding the efficient use of your office building in the short, medium and long-term. This, in turn, will bring improved efficiency and savings on accommodation costs within reach.

Digitale bewegwijzering bij congressen - Dynamic Wayfinding in conference centers

Also for you

Smart Meetings improves the user friendliness of your building and enables you to make significantly more efficient use of the meeting rooms. This concept is ideal for medium-sized and large organisations with diverse meeting rooms, such as government offices, conference centres, hospitals and shared office buildings. Smart Meetings is also very suitable for use in buildings with multiple lecture rooms such as universities and colleges.

The functionalities

  • Discreet registration of meeting room occupancy
  • Dynamic, up-to-date occupancy information
  • Information provision at entrances, outside meeting rooms and via smartphones
  • Reservations can be made on site via interactive displays (Kiosk)
  • All Displays and Signs in corporate house style
  • Interactive statistic analysis
  • Integration with existing reservation system

Smart Workplace and Smart Meetings

Smart Meetings is a very straightforward concept. Are you looking to improve your organisation’s level of hospitality? Extend Smart Meetings with Smart Hospitality. The user-friendly Smart Hospitality will conveniently and clearly show your visitors the best route to their meeting room. Or combine Smart Meetings with Smart Workplace. This will enable you to make even more flexible use of office space, increasing the efficiency of your building and reducing operating costs. Enquire about the possibilities. We’d love to tell you more.

Optimum use of the meeting capacity

Higher level of hospitality

User-friendly, efficient procedures

Well-informed staff and visitors

Monitoring and analysis

An enhanced professional image

Fact-based decisions & savings

We’d love to tell you more!

There is so much more we could tell you about the many uses for Smart Signs Solutions. So if you would like to know more about professionalising your organisation, and are curious about how easy it is to use our concepts, do please contact us. We would be happy to arrange an appointment without any obligation.

Demmersweg 32
7556 BN Hengelo

+31 (0)53 89 00 480