Hosting the Perfect Small Meeting in Our Xaloc Room

When you need deep focus, a cavernous ballroom works against you. That’s where the Xaloc Room shines: an intimate, modern space purpose-built for smaller, more private meetings. With room for up to 20 participants in an imperial setup—and the essentials on hand like coffee, Wi‑Fi, projector, and catering options—it creates the conditions for clarity, connection, and decisions.

In this guide, you’ll learn how to leverage the Xaloc Room’s design and services to run a productive meeting—from seating strategy and agenda design to AV best practices and smart catering.

Xaloc Room at a Glance

A quick, planner-friendly overview to help you align your objectives with the space.

Why small meetings thrive in the Xaloc Room

• Intimate by design: The Xaloc Room is described as a cosy, quiet space set apart from busier areas—ideal for confidential conversations, workshops, and executive briefings where attention to detail matters.
• Modern, minimalist aesthetic: Clean lines and light tones keep visual noise low so content and dialogue take center stage.
• Controlled environment: With no natural light, you can fine‑tune lighting for slides and video—crisp visuals without glare or shifting brightness.
• Right-sized for focus: 45 m² and an imperial configuration for 20 participants strike the balance between proximity and comfort, encouraging inclusive discussion and faster decision‑making.
• Essentials covered: On‑site Wi‑Fi, projector, and audiovisual equipment support presentations and demos, while coffee and catering options keep energy steady without disrupting flow.

Design the room—and the day—for outcomes

Great meetings are made in the details. Use these Xaloc‑specific pointers to set the stage.

Choose the imperial setup with intent

• Why imperial works here: An imperial table fosters eye contact and equitable airtime—perfect for board‑style sessions, steering committees, and round‑table workshops.
• Seat with strategy: Place the facilitator centrally along a long edge, with decision‑makers opposite to streamline consensus. Keep subject‑matter experts adjacent for quick reference.

Map a crisp, time‑boxed agenda

• Aim for 90–120 minute blocks: This aligns well with attention spans and the room’s intimate dynamic.
• Front‑load decisions: Tackle key decisions early while energy peaks; shift updates and status reviews later.
• Build in micro‑breaks: Use coffee service to punctuate segments without losing momentum.

Use lighting to your advantage

With no natural light, your visuals won’t compete with daylight. Dim nonessential fixtures to sharpen projected contrast and keep the room alert but comfortable.

Make technology feel invisible

• Projector and AV: Ask our team to pre‑check cabling, adapters, and inputs. Share your slide aspect ratio and any video playback needs in advance.
• Wi‑Fi: Note your connectivity requirements (e.g., cloud demos). If remote participation is expected, request an AV test call ahead of time.

AV confidence: practical pointers

The Xaloc Room provides projector and audiovisual equipment—use these best practices to ensure a smooth run:

• Arrive with redundancy: Bring your presentation on a primary device plus a backup (and a portable copy).
• Standardize media: Use common slide formats and embed fonts/media to avoid last‑minute formatting surprises.
• Calibrate once: Confirm projector brightness, focus, and audio levels at the start; save settings for quick recovery if equipment is power‑cycled.
• Cue clearly: Nominate a single laptop operator and set verbal or hand cues to keep presenters and AV in sync.

Keep energy high with coffee and catering

Strategic refreshments maintain engagement without derailing your schedule.

• Coffee, right when you need it: A short, well‑timed coffee break after a demanding block helps participants return sharper and more collaborative.
• Light, purposeful bites: Coordinate catering to match your agenda—lighter items for working sessions; more substantial options for longer mid‑day breaks.
• Smooth finish: If you’re celebrating outcomes, consider extending the conversation with our Cocktail Bar – Club service.

A proven 3‑hour blueprint (adapt as needed)

• 00:00–00:10 — Arrival, coffee welcome, tech check
• 00:10–00:20 — Objectives and success criteria
• 00:20–01:05 — Core discussion block 1 (decision‑focused)
• 01:05–01:15 — Coffee break
• 01:15–02:00 — Core discussion block 2 (options, trade‑offs)
• 02:00–02:20 — Working time (draft actions/owners)
• 02:20–02:40 — Review and confirm decisions
• 02:40–03:00 — Next steps, timelines, and close

Practical takeaways for planners

• Right‑size your invite list: Keep it to the 20 key voices the room is optimized for.
• Lock the layout early: Confirm imperial seating and table lengths to ensure line‑of‑sight for everyone.
• Pre‑brief presenters: Share timing rules and your cueing system so transitions stay tight.
• Stage materials: Place name cards, pens, and agenda one‑pagers at each seat before doors open.
• Plan micro‑breaks: Schedule coffee within agenda milestones to sustain attention.
• Tech rehearsal: Run a 10‑minute AV check with your lead presenter; confirm projector inputs and Wi‑Fi access.
• Catering cadence: Align catering timing with lighter vs. heavier content blocks.

When to choose another room in our collection

Your goals drive the venue. If you need a different format or feel, consider these nearby options:

• Empordà Room (70 m²): A spacious, bright venue with garden views and a terrace overlooking the pool. Formats include Boardroom: 40 pax, Classroom: 40 pax, Theatre: 50 pax, Cocktail: 65 pax. Ideal when natural light and an open ambiance support your agenda.
• Tramuntana Room (70 m²): Versatile with natural light and multiple layouts—Boardroom: 40 pax, Classroom: 30 pax, Theatre: 40 pax, Cocktail: 45 pax—great for workshops or trainings that benefit from flexible configurations.

These rooms come with additional services such as Coffee, Wi‑Fi, Projector, Audiovisual equipment, Catering, and Cocktail Bar – Club, and they complement our broader MICE support, including Personalized organization, Coffee breaks and catering, Group menus, and Audiovisual equipment and furniture.

Quick answers about the Xaloc Room

What is the capacity of the Xaloc Room?

• Imperial setup for 20 pax.

How large is the space?

• 45 m² with a 2.5 m ceiling height.

Does the Xaloc Room have natural light?

• No—ideal for controlling lighting during presentations.

What services are available?

• Coffee, Wi‑Fi, Projector, Audiovisual equipment, Catering, and Cocktail Bar – Club options.

What makes it ideal for small meetings?

• It’s an intimate, modern room with clean lines and a quiet, cosy atmosphere—perfect for focused, private sessions.

Conclusion: Bring your best ideas to the table

For strategy sessions, board‑style meetings, interviews, or workshops, the Xaloc Room offers the scale, atmosphere, and services that keep attention where it belongs—on outcomes. Pair it with our coffee, catering, and AV support, and you have a turnkey environment for high‑impact collaboration.

Ready to plan? Contact our events team at events@terrazagrup.com or call T +34 972 25 61 54. Prefer to browse formats first? Explore the Empordà and Tramuntana rooms to find the perfect fit for your agenda.