Many serviced office buildings provide meeting rooms to hire, not only for businesses renting offices but for external clients looking for a professional space.
The right meeting room can impress guests and business partners while boosting your brand reputation.
The following is a list of 25 things to consider when renting a meeting room.
1. Location
Ensure the meeting room you choose is easily accessible to all attendees. Access to public transport and major roads can make a significant difference, especially for those travelling from far away.
For example, meeting rooms in Central London’s serviced offices are popular because they boast fantastic transport links.
2. Parking Facilities
Nearby parking is essential for those who drive. Some venues offer free on-site parking, or there may be local public car parks. Due to space restrictions, some serviced office buildings in locations like Canary Wharf may provide underground parking.
Ensure you know parking restrictions in the area and that there is ample space for all participants.
3. Sizing
Ensure that the meeting room can accommodate the correct number of attendees. Overcrowded spaces can feel uncomfortable, whereas a too-large space can feel impersonal.
4. Layout
The layout of the meeting room is also key. Do you require the space to be set up as a boardroom or classroom? Or do you need theatre-style seating? Ask for pictures of the room in advance to get a feel for the space and whether it accurately represents your brand's identity.
An additional personal touch is to guarantee comfortable seating for all participants. Ergonomic furniture can boost meeting productivity and leave a positive impression.
5. Pricing
Understanding your budget is crucial. Compare the pricing for various venues to find out if you are getting the best value for your money. Hidden charges may include fees for using equipment, catering, or last-minute bookings.
Due to the south of central London location, many serviced offices in London Bridge and Southwark can offer meeting rooms at a lower cost whilst still providing easy access across London and the UK.
6. Availability
Book the meeting room well in advance to make sure you can get the date and time that you need. Some venues book up quickly too, so booking as soon as possible can ensure you don’t miss out, especially during peak periods.
7. Contract Terms
Review the contract terms so you have information regarding cancellation policies, deposit requirements, and damage clauses. Check if the contract offers flexibility if you need to change the date/time of the meeting.
8. Signage or Branding Opportunities
Some serviced office providers allow temporary signage and branding in meeting rooms. This can help reinforce your company’s image. Confirm with your provider if you can temporarily brand the meeting room and if this will incur any additional costs.
9. Equipment Needs
Check if equipment is included in the meeting room. Whiteboards, flip charts, and video conferencing tools may cost extra, or you may need to bring your own. Whether it is included or not, ensure all equipment is in good working order before the meeting.
10. Internet Speed
Fast and reliable internet is a non-negotiable for meetings, especially for attendees joining remotely. Testing the connection before the meeting can reduce disruptions.
It’s also worth ensuring that someone will be there on the day to provide you with a WIFI password for access.
11. Device Compatibility
The meeting room’s technology must seamlessly integrate with your devices. Check if the screens and projectors support the devices you will be using. Whilst it shouldn’t be an issue, it’s certainly worth checking in advance.
12. Backup Power
Unexpected power cuts will disrupt your meeting. Some serviced office providers and venues are equipped with backup power generators to prevent power outages.
Again, it’s rare – but given a choice, you might consider a venue with backup power.
13. Acoustic Quality
The meeting room should be soundproofed to minimise distractions and eliminate background noise. Ensure the space is suitable for virtual attendees and does not have an echo.
14. Privacy
Consider whether the meeting room and the building itself provide adequate privacy, especially for confidential discussions. Business centres in locations like Marylebone are often quieter and tucked away in residential streets, offering privacy within the centre and for attendees entering and exiting the building.
15. Accessibility
Check that the building is accessible to those with disabilities if it’s required. There should be ramps, lifts and accessible bathrooms. Also worth checking to see that access into the meeting room is made easy.
16. On-Site Assistance
On-site assistance is essential, whether for IT or administrative support during the meeting or the presence of a reception to welcome and guide guests. There should be a receptionist or building manager there.
17. Lighting
Adequate lighting is crucial for comfort and productivity. Natural light is ideal, but if there aren’t any windows in the meeting room, ensure artificial lighting can be adjusted.
18. Heating & Ventilation
Check that the meeting room has adjustable heating and ventilation to provide a comfortable temperature for all attendees.
19. Catering Options
Some serviced office providers may offer beverages with meeting room bookings. If this is a must-have, make sure you check this beforehand.
Many venues sometimes partner with local cafes in areas like Soho or Shoreditch to cater to local business meetings.
20. Security
Confirm that the venue has appropriate security features, such as CCTV, controlled access, and security guards. This is particularly important for meetings that discuss confidential or sensitive information.
21. Fire Procedures
Verify that the building complies with fire safety regulations. Look for clearly marked fire exits and smoke alarms, and ensure you know the evacuation protocols. Again, it is unlikely anything will happen, but it is good to ensure a plan is in place if so.
22. Feedback & Reviews
Research feedback and reviews from previous clients. This can give you valuable insights into the venue's reliability, service quality, and overall experience.
23. Smoking Areas
If any participants smoke, find out where the designated smoking areas are. This will reduce wasted time during breaks and keep the meeting on time.
24. Childcare Facilities
If any of the attendees have children, enquire about on-site childcare facilities. Some venues may provide a creche at an additional cost.
25. Pet Policies
Confirm ahead of time if pets are allowed in the building. Some centres may only allow service animals, whereas others may be more flexible.
Thorough planning is crucial when renting a meeting room to ensure a seamless and productive experience. Considering the factors above, you can find the perfect space to host a meeting and impress your clients.
