1. What The Facilities Includes
Look into what the facility offers. Do you get WiFi access? How about a projector? You might also need video or telephone conferencing technology if you have someone joining the meeting remotely.
Also, see if the company goes above and beyond with their meeting rooms. Do they add a personal touch by providing services such as greeters or catering? If these are included in the room rental, they can really raise the spirits of your meeting or conference attendees and therefore make your meeting more productive.
When you’re hosting a conference or meeting, you want the event to be as pleasing as possible for the attendees. Depending on the what your event entails, you may need to adjust what type of room you rent.
Spending a little extra to get a room that provides the right atmosphere can engage your attendees more and make your event more productive.
Location matters a lot for both convenience and safety reasons.
You want you attendees to have as smooth of an experience as possible; this is hard to do when your room is in the middle of nowhere.
Consider things like parking. Is it available? If not, you may have to book transportation so that people can be shuttled to and from your venue.
4. Cost and Payment
No one has an unlimited budget. The first challenge would be to find a meeting room for rent that also fits your budget.
But it doesn’t stop there. When planning an event, there are typically a bunch of other costs that can vary depending on the company renting the meeting room to you.
You may jump at the chance to rent a cheap meeting room, but what’s included in that price? Some companies that charge a bit more may provide multiple services for you such as coffee/tea service, receptionist, printer and parking and include taxes while a cheaper company may nickel and dime you for every little thing required to have a functional meeting.