S 2.331 Planning rooms for meetings, events and training

Initiation responsibility: Top Management, Head of Organisation

Implementation responsibility: Head of Organisation, Employee

Not only the selection of the equipment, but also the required safeguards are determined by the planned use of rooms for meetings, events, and training. Therefore, the types of use designed for the rooms should initially be documented and the equipment must be selected and the organisational and technical rules of use must be defined based on the requirements of the planned use scenarios.

If possible, the location of meeting, event, and training rooms should be selected in such a way that outsiders must not pass through the building unnecessarily, i.e. as close as possible to the

• entrance
• sanitary facilities
• canteen

The way to a meeting, event, and training room should not lead near or even through particularly security-relevant areas. Likewise, meeting, event, and training rooms should be selected and equipped in such a way that they cause the lowest possible amount of disturbance for normal operations.

The ways to a meeting, event, and training room, to the sanitary facilities, and to the canteen should be indicated in a well visible manner. This will prevent people getting lost along the way. Likewise, this deprives people who deliberately "get lost" of an excuse.

A room booking system should be used which also makes it possible to see who used the rooms at a later point in time. This way, alternatives can be determined easily as well.

Review questions:

• Is there documentation detailing which types of use are designed for which rooms?
• Does the way to meeting, event, and training rooms not lead near or even through security-relevant areas, if possible?
• Are the ways to meeting, event, and training rooms, to the sanitary facilities, and to the canteen clearly indicated?
• Is there a room booking system which also makes it possible to see who used the rooms at a later point in time?