Meeting rooms have very different purposes, depending on each company and its needs. They could be used to establish collaborations with other entities or suppliers, to get new clients, to present events to get partners, to create a wide variety of events, among other purposes.
Regardless of its use, most companies agree that it is a fundamental resource for their growth.
A meeting room gives a good image to third parties, helps to gain reputation, transmits professionalism and seriousness, besides being a place where to feel comfortable and safe, so it will be easier for ideas to proliferate.
The company should consider a series of aspects before deciding to rent a meeting room. Here are the most important ones:
Where to rent meeting rooms?
The first thing you need to know is where you can find these meeting rooms. The truth is that you only need to do a simple Google search, using terms such as meeting room by the hour or meeting room rental, to find a long series of references.
However, this does not mean that we can trust the first option we find.
It is essential that we choose a company with extensive experience in the sector, that we know very well to whom we are renting it and that we have at our disposal all the available means of contact, in case something happens.
Room capacity
When looking for meeting space rental services, you will have to think about the number of people attending the event.
-It makes no sense to choose a small room where we can't all fit, just to save money. It will give a very bad image to the guests.
Flexibility and multipurpose rooms
As we mentioned at the beginning of the article, each company has its own needs when renting a meeting room. For example, we may only need to rent meeting rooms in Madrid by the hour, in case it is a short event. This way you don't need to pay for the whole week or month.
If the information to be discussed at the meeting is private or sensitive, it is important to make sure that the conversation cannot be overheard outside the room. Make sure you have the appropriate safeguards in place.
The location
The location of the meeting rooms is very important to avoid complicating the movement of people to them (regardless of whether it is a potential client, collaborator, partner or the managers themselves).
These are some aspects that we will have to consider depending on the location:
-Consider whether the room is close to the main means of transportation (such as near bus stops, subway or train station).
-But it does not make sense to choose a room that is too large either, as it will give a feeling of emptiness.
The best option for meeting room rentals is to go for a middle-of-the-road option where you can exhibit at your leisure and your guests are comfortable.
-Determine if the people you are going to invite to the meeting come from another city or from the same city where you are going to rent the room.
Although all these are small details, they are more important than you think: we assure you that it will cost you more to close a deal if the client arrives to the meeting angry because he has not been able to get parking, or because he has had to pay a lot for the cab.
Technology
The room must have all the necessary technology to hold the event.
The most normal thing is that the room has devices such as televisions, loudspeakers, projectors and different accessories that will bring dynamism to our event.
However, it is possible to find meeting rooms with 75'' TVs, webcams for conferences, whiteboards, speakers with a unique sound quality and high-speed fiber optics to offer multimedia content without slowdowns.
Complementary services
Although the meeting is intended to be brief, it would not be unusual for it to last for several hours. During that time it may be necessary to hire some complementary services, in order to ensure that all attendees are comfortable.
Each company may have its own services, although these 3 are the most common:
-Catering service: this way we avoid clients having to go out to eat outside the office if the meeting takes longer.
-Secretarial and event management services: these are an interesting extra help to take into account.
-Multilingual telephone service: in case it is necessary to communicate with attendees in other languages.
Ensuring comfort and accessibility
In short, when looking for a meeting room, make sure that the attendees will be comfortable and that the facilities are accessible (especially if any of them have mobility problems or movement restrictions).
Lighting is also very important: whenever possible, you should rent an office that has good natural lighting. If this is not possible, at least make sure that the artificial lighting is bright and powerful, thus avoiding the feeling of darkness that can be claustrophobic.
Evaluate the Real Cost
Although price may not be the most important thing, it is undeniably a key factor to consider.
With the list of criteria we have seen so far we can get an idea of what we need and thus transfer our needs to the company where we are going to rent the meeting room. In addition, we will have to be very specific as far as the complementary services are concerned.
You will have a personalized budget to decide if the room fits both your pocket and your needs.
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