Your supervisory board meets four times a year. This time, the meeting will take place outside your own offices, perhaps because members are travelling in, perhaps because you want a neutral setting. Before you book a venue, a few questions are worth answering.

Confidentiality comes first

Board discussions are confidential. When you look at a venue, clarify:

  • Who has access to the room during your meeting?
  • Can conversations be heard in neighbouring areas or from the staircase?
  • Where are documents left during breaks?
  • Will staff sign a non-disclosure agreement if you need one?

These questions are easiest to answer during a site visit. Walk through the space, sit at the table and listen.

Plan what goes on screen and what stays on paper

Decide in advance which documents are shown on the screen and which are only distributed on paper. Sensitive figures may be better shared in printed form and collected at the end. If members join online, think about what they should see and how.

Technology that works from the start

Check before the meeting:

  • How do you connect laptops to the screen?
  • Are there microphones for members who speak quietly or join remotely?
  • Is the Wi-Fi reliable enough for everyone at the same time?
  • Who tests the setup before the first agenda item?

A short test half an hour before the start saves time later.

Catering and breaks

A board meeting often lasts several hours. Plan coffee on arrival, short breaks, and lunch if the meeting runs into the afternoon. A place to step away from the table during breaks helps, both for a short rest and for brief one-on-one conversations.

Getting there

For members arriving from abroad, Vienna is well connected by air and rail. Send directions, the address and public transport options together with the invitation, and allow some buffer for arrivals on the day.

A planning timeline

  • Eight weeks before: Fix the date, estimate the number of participants and request the venue.
  • Four weeks before: Visit the venue, confirm the booking, agree on catering and technology.
  • Two weeks before: Send the agenda and travel information.
  • On the day: Arrive early, test the technology, and check that documents are in place.

Holding a board meeting at LOFT1080

LOFT1080 is a 90 m² loft in Vienna’s 8th district, Josefstadt, at Lange Gasse 50/2. On the main level there is a meeting table with a 65-inch screen and a lounge with a sofa and armchairs. A few steps up, on a raised platform in the same room, there is a large workshop table, a bar and a 55-inch screen. Behind a glass sliding door lies a green courtyard, sheltered from street noise, which you can use for breaks when the weather allows.

The technology includes wireless screen sharing via AirPlay or Miracast, HDMI and USB-C, a professional sound system, handheld and lavalier microphones, a live-streaming setup and Wi-Fi for up to 35 simultaneous connections.

Our founder, Alexander Raffeiner, signs a non-disclosure agreement on request. Each booking has a dedicated contact from our team who agrees the setup, technology and catering with you beforehand. Who has access during your booking and how the room sounds, we recommend you check during a site visit.

The U2 station Rathaus is about five minutes away on foot. The U6 station Josefstädter Straße is about 15 minutes away on foot, and tram lines 2, 5 and 12 stop nearby. A car park is two minutes’ walk away.

Packages

  • SPACE ONLY: half day (5 hours) €600, full day (10 hours) €900. Room, technology, a dedicated contact and final cleaning, without catering.
  • ALL IN: half day €900, full day €1,200, for up to 20 people. Adds Bieder & Maier coffee, tea, cold drinks and snacks.
  • CULINARIUM: price on request. ALL IN plus a business buffet and the bar.
  • SEASON PASS: annual flat rate, price on request, with 24/7 access via your own key and bookings from two hours.

Full details are on our packages page.

Next step

Arrange a site visit before you book: call +43 1 406 24 24 or write to welcome@loft1080.at via our contact page. We answer enquiries in German and English and reply on the same working day.