Meeting Room Hire Tips

Businesses, government, and non-governmental organisations regularly hire meeting rooms to hold conferences and seminars. The underlying principle of meeting room hire is that the room should be ideal for your needs. How can you achieve this? Read the excerpt below for some meeting room hiring tips. 

Tip 1: Consider the Location of the Room

Ideally, the meeting room should be in a convenient location. There are a few considerations to make when deciding on an appropriate location. They include: 

  • How far is the room from your guests' premises? It is too far; they will arrive late or insist that they leave early.
  • Is the room accessible? Traffic jams and inadequate parking space are challenges that could inconvenience your guests.
  • If some of your guests have disabilities, ensure that the meeting room has ramps and disability-friendly elevators.
  • What is the location of the room in the building? The upper floors are quiet and have an amazing city view. Meeting rooms on the lower floors should have sound insulation. 

Tip 2: Check the Size of the Room

The number of attendees and the activities you intend to perform will determine the size of the meeting room. Ideally, it should be spacious enough to ensure adequate aeration, ease of movement, and increase comfort. You will need a larger room if you intend to conduct demonstrations or presentations. 

Tip 3: Assess the Available Amenities

Below are some essential amenities when hiring a meeting room:

  • The building should have clean and accessible washrooms.
  • Wi-Fi, projectors, LED screens, and whiteboards will ease presentations.
  • For day-long meetings, you should consider meeting rooms with lounges and kitchens where guests can enjoy a cup of coffee. You could also require housekeeping and catering services.
  • The meeting room should have adequate security. You risk your credibility if guests complain of missing phones or laptops. 

Tip 4: Check the Price and Terms of Hire

The best way to tell whether a meeting room is reasonably priced is to compare its hiring charges against those of similar rooms in the area. Usually, this gives you the upper hand when negotiating since you can pit one company against the other. You should also assess the terms of hire. For instance, what services are free? You may have to pay an extra fee to enjoy catering services. Besides, you should check the number of hours that you are allowed to use the room. Remember to check when and how you should pay the hire charges. 

When renting a meeting room, check the location and size of the room, assess the available amenities, pricing, and terms of hire.