Holding meetings is a regular aspect of running a modern business. Whether they are internal strategy sessions with various team members, or proposals with potential clients, finding the right meeting room to align with your business needs is essential to your success.
In this article, workspace365 has compiled five tips to consider for meeting room hire across Melbourne, Sydney, Brisbane and beyond.
What are the Benefits of Meeting Room Hire?
Meeting rooms can provide a range of benefits for businesses and organisations of all sizes, including:
- Professional setting: Meeting room hire allows you to operate in a more professional and conducive space to hold productive discussions than coffee shops or other informal meeting spaces. This can help to create a sense of purpose, focus, and credibility for your team or clients.
- Flexibility: Meeting room hire allows you to choose a space suitable for your group’s size and needs. You can choose a smaller, more intimate space for a team meeting or a larger space for a presentation or training session.
- Amenities: Many meeting rooms come equipped with amenities such as audio-visual equipment, whiteboards, and refreshments. This can save you time and money, as you don’t have to worry about bringing your own equipment or ordering refreshments for your team.
- Convenience: Meeting room hire throughout Melbourne, Sydney and Brisbane can be a convenient option, especially if you don’t have a dedicated meeting space in your office. You can choose a location easily accessible for all attendees and book the space for as long as your business needs it.
- Cost-effective: Renting a meeting room can be more cost-effective than booking a conference room in a hotel or other venue. This is especially true if you only need the space for a few hours or a single day.
What to Consider When Searching for Meeting Rooms
1. Plan the Type of Meeting or Function Beforehand to Understand Your Room Hire Needs
Before you start looking for a meeting room, it helps to clearly understand the meeting you’ll be hosting and the specific needs it will have. This will help you determine the size of the room, the layout, and any necessary technology or equipment.
For example, if you’re hosting a presentation, you’ll need a room with a projector and screen. If you’re hosting a brainstorming session, you’ll want a room with a whiteboard or flipchart. Understanding your needs will help you find a meeting room well-suited to your event and broader business needs.
2. Select the Appropriate Meeting Room Size
Once you know the type of meeting you’ll be hosting, choose a room that’s the right size. If the room is too small, your guests will feel cramped and uncomfortable, and it will be difficult to move around or set up any necessary equipment. On the other hand, if the room is too large, it can feel empty and impersonal. The ideal meeting room size will depend on the number of attendees, the layout of the room, and the type of function or meeting you’ll be hosting.
3. Ensure You Have the Right Technology & Equipment On-Hand
In the modern world, technology and state-of-the-art equipment can be a crucial part of any meeting. Ensure that the meeting room you choose has everything you need. This might include a projector and screen, a whiteboard or flipchart, a microphone and speakers, and a reliable internet connection. If you’re hosting a video conference, you’ll also need to ensure the room is equipped with a webcam and a good-quality microphone. Make a list of the technology and equipment you’ll need and check that the meeting room has everything on it before you book.
4. Book Well Ahead of Time & Notify Guests for Ample Notice
Once you’ve found a meeting room that meets your needs, book it well in advance to ensure it’s available on the date and time you need it. This is especially important if you’re hosting a large event or booking a meeting room in a popular location. It’s also a good idea to notify your guests of the meeting as soon as possible so they have plenty of notice to make any necessary arrangements.
5. Additional Support Services & Facilities
In addition to the basic technology and equipment, you may also want to consider any additional support services and facilities offered by the meeting room provider. This might include catering, on-site support staff, and additional breakout rooms. Also, if you’re hosting a large event, look for a meeting room that offers parking or transportation assistance for your guests.
Find Fully Equipped, Professional Meeting Rooms with workspace365
Book a tour throughout our meeting rooms at workspace365, or learn more by calling 1800 967 566, or submitting an online enquiry form.