When you are planning a software training program roll out, you initially concentrate on what you are going to teach—objectives, curriculum, instructors. However, getting the logistics correct, such as training room rental setup and technical capabilities—and even the coffee and snacks—can also be important to the success of your training program.
Rent a Classroom for Your Training Program: Why to Do It, and What to Ask
Let us see what questions you need to ask when considering a room rental for your training program roll out. But first, what are the benefits of renting a classroom for your training program?
Benefits of Training Room Rental
If you do not have a permanent training room setup at your company, renting a classroom simplifies training logistics. Renting a room removes the need to purchase, maintain, and setup equipment including computers, audio/visual equipment, and furniture.
Another benefit of renting an off-site training room is that it gets trainees away from the workspace and allows them to focus on their training. As a trainer, I have seen trainees get pulled into phone calls, meetings, and back to their daily tasks in the middle of training. While this can still happen when you are off site, it is much rarer.
Training Room Rental Questions
What are some of the things you need to look for when choosing a computer classroom to rent?
Location
A location that is convenient for your students is important. If students are flying in, a place near the airport and hotels makes it more convenient for students. If most of your students are driving, then a classroom with easy access to highways and great parking adds a great deal of convenience.
Configuration
The physical and technology configuration of the classroom as well as the logistical support on site are critical to the success of your software training class.
Technology Configuration
Common questions to ask that will help you understand if the technology configuration of the classroom is suitable for your class are
- What is the base configuration of the computer in the class? Is it capable of running the software that you want to run?
- What is the existing configuration of the software in the classroom? What operating system is installed? What other software is installed and available for use? Make sure the specific software version you need is available.
- Will the facility allow you to install and configure the software you need on the computers?
- Do you need internet connectivity for your training? If so, how much bandwidth is available to you? Are there any restrictions on what you are allowed to connect to?
- Is there an instructor PC available in the classroom? Does the configuration match the rest of the computers in the class?
- What is the audio/visual configuration of the classroom? Is there a projector and screen available?
- Do you need access to any additional equipment for your class (e.g., printer, dry erase board, etc.)?
Most computer-equipped, training room rental facilities have a base configuration for their classrooms. They can provide additional hardware and software setup for an additional fee.
Physical Configuration
The physical configuration of the classroom can be just as important to a class’s success as the technology configuration. One of the issues with temporary classrooms that are set up onsite is a physical configuration that’s not conducive to training or learning. As a longtime trainer, I have taught in classes with a physical configuration that makes it near impossible to communicate with learners (a long hallway for example).
Some useful questions to ensure that the classroom meets your needs are
- How many people can the classroom accommodate? Overcrowded classrooms can cause safety, equipment, and climate control issues.
- What is the classroom configuration? How are the seats arranged?
- Can you customize the physical configuration of the classroom? Trainers frequently want to customize classroom configuration for specific exercises.
- Can you control the environment in the classroom? Temperature and lighting are two things that frequently need to be adjusted.
- Is there a breakout area for students (if needed for your training)?
- Are there kitchen facilities available for the classroom? What drink and food amenities are provided? Is there a place for students to have snacks and eat lunch?
I highly suggest planning a visit the classroom if possible. Seeing the room in person will help you quickly identify if the classroom meets your training needs before booking.
Support
Training classes are high-stress events for the instructor. Instructors are responsible for effectively teaching a large number of students and maximizing the value of time for these students. They need support when things go wrong.
- What kind of support does your rental facility provide?
- Does it provide support for technology issues?
- Support for managing students?
- Support for physical issues (e.g., classroom too cold)? And so on.
Rental centers will not be experts in your software and will rarely provide full management of incoming students. It is reasonable to expect a rental center to make sure the base configuration of the hardware and software that they provide works.
Cancellation Policy
Classes do not make because of lack of student registration. Instructors get sick. Students cancel. For the protection of both parties, it is smart to get the cancellation policy for your classroom rental in writing. It is unrealistic to expect the rental center to cancel without any penalty. However, given sufficient notice, most rental centers will allow for cancellation.
Microassist’s fully equipped training rooms are available for rent on a daily or weekly basis for your next meeting, conference, class, or training. Training room rental includes desk space and computers for up to 18 students. Two spacious rooms can even be combined to host larger gatherings. See our Room Rental page for more information, or contact our Training Team.
Note: This article originally appeared in Elearning Industry as “Questions To Ask For A Successful Training Program Roll Out.”
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