How to rent a meeting room: 5 key things to look for
As the business world is moving away from permanent offices, the idea of renting spaces for short-term needs is taking over. As a result, the meeting room rental industry is growing at an astounding rate. However, with this growth comes the need for a choice. Which space should you rent for your meeting needs? How do you choose from all these options of fantastic meeting rooms?
5 key things to look for when renting a meeting room
As business centers are in competition to provide the best meeting room for you. You will be presented with a wide array of choices. Here are 5 key things to look for in the best meeting room rental:
- Ambiance and environment
First of all, consider the environment for your meeting. If you are meeting with a client or potential investor, you will require a meeting room that projects your professionalism. Consider the number of participants in your meeting. You would not want the room to be cramped and crowded. Leaving too much empty space is also counterproductive and is also a waste of money.
The ambiance of the room matters a lot as well. You need to ensure that the room has enough lighting. If you are planning to show something on a projector then you need to ensure that there are facilities like blinders to darken the room. However, too extravagant interior decoration will serve as a distraction for the participants and will be counterproductive.
Many people make the mistake of trying to save some bucks when it comes to the ambiance of the meeting room. Do not make the same mistake because the atmosphere of the meeting room has a big hand in predicting the outcome of the meeting. For example, if the meeting room is too somber and boring, the potential investor may forget you the moment he leaves the room. However, if the room projects your enthusiasm and makes you more memorable then spending the extra buck will always be worth it.
- Facilities and amenities
There are a few common facilities provided by all meeting rooms. These facilities include reliable Wi-Fi connection, color printers, video conferencing equipment, and basic furniture like tables and chairs. However, if you need any other facilities for your specific meeting then you need to ensure the space you are about to rent has those or will be able to provide those if needed. For example, if you need a projector and a big screen to present something, you need to enquire beforehand if they will be able to provide it.
Some business centers provide on-site IT technicians and administrative staff. They can be gamechanger by helping you avoid any technical difficulties. There is nothing more awkward than trying to fix an unknown problem while your client or investor is sitting in front of you. These problems come unannounced and as the saying goes, better safe than sorry. Paying a little extra for these technical supports will ensure there are no embarrassing situations.
If you are planning a long day function as a whole day workshop, ensure that they have on-site catering services. Let them know the number of participants you are expecting so that they can stay prepared.
- Location of the space
This may seem a simple factor in your search for a meeting room. But there are a wide array of things that you need to consider when selecting the location for your meeting. For starters, you need to keep the attendants of the meeting in mind when selecting the location. If possible, ensure that there is minimal traveling involved to get to the meeting location. This is not always possible if the number of participants is higher than two or three.
If the number of participants is high, then you need to ensure it is easy to get to the meeting location. For example, you can select the location near the metro rail or a bus stoppage so that the attendees can use the respective public transport to get to the meeting. If most of the attendees will be using private cars, then you need to ensure there is enough parking space nearby.
If you have participants who will be traveling via planes, consider setting the location near the airport. However, keep in mind that there will be a lot of noise near an airport. If you have attendees who need special physical assistance like a handicap ramp, you will need to ensure the location has those as well.
Remember that if you think you have found the perfect meeting room, then it is likely others think it is the perfect meeting location as well. Any well-reputed business center will be high in demand and their meeting rooms need to be booked well before the meeting date. Some of the most sought-after meeting rooms need to be booked months in advance. However, be wary of booking too much into the future, you never know how the situation might change.
That is why do not just sit around after finding the perfect spot. Send them a mail or give them a call and inquire if you need to book the meeting room beforehand. If the meeting space needs booking, book it at least one week prior to the meeting to avoid any unwanted mishaps. However, do not shy away from a reputed location just because it requires booking. A well-reputed location will leave a good impression.
- Rental cost
Finally, there may be hidden fees for the meeting room you are about to rent. For example, many meeting rooms do not add the tax to the price they will quote for you. To avoid any unwanted misunderstandings, always read the contract multiple times before signing it. If the meeting room rental requires pre-booking, check how much of the cost needs to be deposited when booking. If possible, opt for meeting spaces with pay as you use services. For example, you do not need to pay for the printer if you do not use it.
The bottom line is that do not cheap out when renting a meeting room. However, that does not mean you need to spend your money on features and amenities that you will not use.