Meeting Room Hiring Tips
People who need to hold meetings and organisations that intend to conduct training sessions could opt to hire meeting rooms. Hiring a meeting room could seem like an easy task for most people. However, this is not the case since slight oversights could significantly affect your comfort and experience as you hold the meeting. Below is an extract discussing the concerns to make when renting a meeting room.
Location of the Meeting Room
Ideally, the meeting room should be centrally located to ensure everyone has an easy time accessing the venue. Additionally, the room should be accessible. Typically, it should be easy to send a pin to all members to ensure they do not bug you with calls as they search for the building housing the meeting room. Regarding accessibility, check the traffic jams in the area and whether the building has sufficient parking space.
Size and Ambience
Conduct a preliminary visit to establish the size of the meeting room. Ideally, the room should be spacious enough to accommodate all participants. A small room gets congested and stuffy. Besides, participants will have to cause disturbances when they need to move in or out of the room as your meeting progresses. You should also check the availability of the following:
- The room should have an excellent ambience. Look out for natural or ambient lighting and incorporation of plants to increase the appeal of the room.
- How comfortable is the room? AC units, in particular, will come in handy during cold or hot days.
- The room should have essential amenities such as charging ports, whiteboards and projectors to aid during presentations.
- Look out for support facilities such as a kitchen, lounge and washrooms.
Terms of Hire
Contact management to establish the terms of hiring the meeting room. For instance, inquire about the availability of the meeting room. If you are unsure about the length of your meeting, you could ask the management to allow you to extend to reduce the hiring period to suit your needs. Besides, ask whether you can use the room at night. It is an essential concern if your meeting will run till the late hours. Inquire about the restricted behaviour. For example, some meeting rooms have strict noise regulations. Besides, attendees could be prohibited from visiting certain sections of the building.
Negotiate the Pricing
The best way to bargain the meeting room hire prices is by comparing the pricing of several similar rooms. Negotiate your preferred room by pitting it against others. Additionally, you could ask management to do away with amenities or facilities that you do not need. It is a sure way to reduce the hiring prices.
When renting a meeting room, determine an appropriate location, the size and ambience of the room, terms of hire and the pricing.
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