6 Things to look out for when hiring a meeting room

Meeting rooms are not just about the four corners of the room and the tables and chairs; essentials that make a meeting functional should also be considered. These usually include equipment and services that contribute to the overall running of the meeting.

No matter the reason, you need a suitable space to work in, to foster a productive, professional and positive environment – you need a meeting room.

But just googling ‘meeting room hire’ will land you in a swarm of clients battling for your business, and you need to know how to choose the right fit for you. Hotels, serviced offices, there are a lot of decisions to be made.

Location and parking

Parking for your meeting - it's rather important!
Location is probably the most important factor you need to take into account when choosing a venue for your meeting. Make sure your location is easily accessible for all of your delegates, including those who may be travelling by train. Choosing a meeting room in the city centre may seem like the obvious choice but you may come to regret this decision when attendees show up late and frustrated after trying to hunt down one of the centre’s few parking spaces. To ensure your meeting or conference gets off to the best possible start you may want to consider a modern business centre that offers ample parking, even if this means opting for a less central location.

Whiteboard and Markers

Considered as an essential, whiteboards still have their place in this technological world – they are always handy during discussions… and oh – don’t forget the markers!

Customer Service

Having a clear point of contact with the organisation you’re more info hiring from is a great help to anyone looking to host effective and efficient meetings. If you’re struggling with audio-visual equipment, the air conditioner is malfunctioning, or you just want to know where the best coffee is, being able to find and interact with management makes a surprising amount of difference.


How many people will be attending the meeting? There’s no point in hiring a large conference room for a one-on-one meeting (unless you plan on doing a lot of dancing!). Equally, cramming too many people into a small meeting room isn’t ideal and won’t enhance productivity.

Select the size of your meeting room carefully to ensure that there is enough room for every participant to sit comfortably. Check the maximum occupancy of the room you’re considering hiring and always check to see if the table in the room is large enough to accommodate multiple laptops and notebooks. There’s nothing worse than spending an hour awkwardly bumping elbows with a colleague during a meeting.


According to Warwick Conferences, catering is a contributing factor to the overall satisfaction of the attendees. If you plan to provide refreshments, make sure that the meeting room provider offers a catering service

Presentation, lighting and decor

No one wants to work in a space that resembles the latest Marvel villain’s lair (unless that’s what your company is going for). It’s been documented that well-lit and nicely decorated workspaces allow employees much better focus.

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