Meeting Room Hire Tips
Posted on: 2 August 2021
A mistake made by most organisations when hiring a meeting room is failing to conduct some due diligence. Once they get to the meeting room, they realise that the room does not meet their needs. The extract below details some considerations to make when hiring a meeting room for your organisation.
Location
Several factors will determine the location of the meeting room. If you intend to meet for a few hours, convenience should be your primary concern when choosing the meeting room. Typically, the meeting room should be conveniently located and accessible to all participants. Therefore, consider factors such as traffic jams, availability of public transport and sufficient parking. In other cases, you would want to hold the meeting (say it is a conference or training) away from your day-to-day environment. As such, you could opt to have the meeting at a beach or resort. In this case, consider the interests of other participants to ensure that they will enjoy their time.
Size
When considering the size of the room, you will have to think broader than the number of participants who will attend the meeting. For instance, COVID-19 calls for social distancing. On the other hand, you need to leave adequate room for presentations. If you cannot visit the room, ask for photos to establish its appeal and ambience. Typically, it should have sufficient lighting and ventilation. Interior design fixtures such as live flowers could also help to set the mood.
Amenities
Below are some amenities to look out for when hiring the meeting room.
- How will you hold presentations? Whiteboards or blackboards and projectors will ensure participants have an easy time making presentations.
- Will you stream the meeting to ensure people who could not make it do not miss out? Therefore, consider meeting rooms with a Wi-Fi connection.
- How comfortable are the seats? Uncomfortable seats will make people lose concentration before the meeting is over.
- What amenities do you need? Look out for supporting amenities such as a lounge and a washroom.
Terms Of Hire
Ask the property manager about the terms of hire. For example, you would be interested to know if there are noise restrictions or whether you are allowed to extend your meeting. Besides, inquire about the availability of complementary services such as free snacks or tea. Remember that the property manager is in business. Therefore, negotiate the terms if you think that they are unreasonable. While at it, discuss the rental fees.
When renting a meeting room, assess its location, size, amenities, and terms of hire.
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