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How to Rent a Conference Room [4 Things to Consider]

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. And while some offices will have a conference room on-site, some smaller office spaces will be too cramped to incorporate a conference room. Then what?

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

Not all meeting rooms are the same. Depending on the nature of the meeting, different elements and technologies will be included in the space to better accommodate you and your business.

To best suit the needs you have in mind for a conference room, here are a few elements to consider when navigating how to book a conference room.

  • If you plan to meet with current or prospective clients, look for a conference room that exudes professionalism.
  • For full-day meetings and workshops, opt for a more flexible space that can accommodate catering services.
  • If leaders and other team members will be sharing presentations, it’s best to choose a room with high-end A/V equipment and a large, clear screen so everyone can see.
  • Depending on the number of people coming to the conference room, you’ll need to always keep size in mind. You don’t want it to feel too empty or too full!

The best location’s environment combines both amenities and ambiance to ensure all your conference room needs are met.

2. Available Facilities

how to book a conference room

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 look for:

  • 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
  • Strik fees
  • Taxes
  • Service fees
  • Tips

Before committing, 620 N LaSalle recommend 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. Convenience and Accessibility

how to rent a conference room

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

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.

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.

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