6 Things to Consider When Renting a Meeting Room

Once you begin a business, you’ll quickly realize that having a good conference room on hand is essential.

Conference rooms are not just used for meetings with clients, but for hosting team-building events, focus groups, and workshops, too. These conference room spaces allow for much-needed in-person collaboration, and with the right meeting space, you can elevate your conversation to find that big idea or solve any business issue.

To help you secure a meeting room for all your group needs, our team at 620 N LaSalle is breaking down just how to rent a conference room to solve this dilemma. Here are the elements to consider when renting a conference room.

1. Meeting Room Environment

One of the first elements to consider when navigating how to rent a conference room is the environment of this space. Conference rooms come in all shapes and sizes, and finding the right size, ambiance, and comfort level will elevate your conversations within the right backdrop.

When considering the meeting room rental ambiance and atmosphere, you’ll want to consider the type of event you’re hosting and what space will be most pleasing to those attendees. Depending on the event style, you’ll want to adjust the conference space accordingly. Whether you opt for a small conference room for a more intimate meeting, or a large conference room for a kick-off event, make sure the general atmosphere is right for your needs.

While these meeting rooms will come with all the necessary furniture and technology, consider how it’s best set up for your conference or meeting, and if the space can be adjusted by moving chairs or other elements to best suit your discussion style. Above all, you want to ensure your meeting is productive, and the right atmosphere has a big hand in that.

2. Available Facilities

Next, when renting a conference room, look into what’s included in your rental. If you don’t double-check, you may quickly realize that all you’re getting is an empty, blank slate of a room. And how much goodwill do you have?

When looking at how to rent a meeting room, here are a few basic amenities to add to check for on your conference room equipment checklist:

• A strong Wi-Fi connection that can support the number of people attending.
• A microphone element so any speakers and presenters can be heard.
• A projector to share presentations.
• Any video conferencing capabilities needed for those who couldn’t attend in person.
• A printer.

Keep in mind that if one of your must-have amenities isn’t included in your rental cost, that means it comes at an additional charge. This is important to note as you budget for your next conference room rental.

Additionally, look to see what on-site support is offered. Say you run into technical issues during a presentation. We don’t want to just call it quits, right? If your rental offers on-site IT support, you can solve this issue in a cinch. The same goes for catering services - it’s a great element to have for full days on-site.

Before officially booking your conference room, make a list of what you need for a successful meeting, and check if it’s included.

3. Actual Meeting Room Rental Cost

It’s all about budget. At the end of the day, navigating how to book a conference room varies greatly on what costs you have in mind, and the final price can vary from contract to contract. So, before signing the dotted line, make sure to read beyond just the meeting cost to recognize if there are any hidden event planning costs included in your final bill.

When renting a conference room, look out for added costs related to:

• Access to power;
• Set up fees;
• Strike fees;
• Taxes;
• Service fees;
• Tips.

Before committing, 620 N LaSalle recommended running through all the costs that the reservation will entail. And just to be safe, leave a little room in your budget in case unexpected costs emerge.

4. Location and Accessibility

Last, but not least, is looking into how convenient the meeting room you’re booking is for attendees. With many working remotely, ensuring you remove as many issues in attending an in-person event will ensure a better turnout.

While searching for the right conference room, consider:

• Selecting a location that’s nearby and doesn’t involve a lot of travel.
• Help arrange parking at a low, or free, cost.
• Assist attendees with viable public transportation options.
• Ensure the building and office space is accessible to everyone, including those in wheelchairs or with other requirements.

As you explore conference room options, keep in mind that choosing a venue that’s harder to get to will be inconvenient for attendees, making them less likely to attend. Additionally, beyond location, consider other aspects of accessibility. How can you accommodate everyone that’s coming? This will include elements like elevators and ramps for those that need assistance, and signage to make your location clear.

5. Maintenance

No matter where you choose, a meeting space requires a degree of maintenance to keep it clean and professional. While co-working space options are kept to a high standard with so many utilizing it each day, it’s important that the less commonly utilized meeting rooms are similarly well-kept. So, when looking at how to book a conference room, ensure that there are maintenance measures in place so you can rest assured that the conference room rentals are in good shape upon your arrival.

6. Reserved Date Options

When going through the meeting room booking process, you must choose an option that allows for flexibility. The ideal conference room will allow you to select a date that suits your schedule, as well as the schedule of your attendees.

The best meeting room options will feature a site that allows you to choose a time for your meeting room reservation, ensuring you have it locked in place for when you need it most. Some places will even allow you to select a range of days for week-long conferences and other meeting needs.

Conclusion

Figuring out how to book a conference room goes beyond simply finding a location. From selecting an accessible space to one that has the amenities you need for a successful day, there are a few things to consider before signing along that dotted line. However, with the right set of requirements and research, you’re sure to make renting a conference room a breeze.

For more help on how to rent a meeting room, and for a range of spaces to suit each business's needs, contact our team at 620 N LaSalle. We offer a variety of conference rooms with all the latest amenities that are sure to make the turnout at your next conference the highest yet. To book, contact us online today.