Hiring a meeting room is a great way to bring your team together, share ideas, and get their minds fully focused on business. Whether you're presenting facts and figures at your annual meeting or want to get everyone together to come up with innovative ideas, there are a few simple things you should always consider when hiring a meeting room.

Consider Your Ideal Location

Choosing the right location for your meeting room is essential, as you want it to be easily accessible for most of your attendees. Think about the people attending, where they live, and how they travel. For example, a city centre location might be ideal if a lot of people will be arriving on public transport, while a suburban location might be more budget-friendly and easier if people will be driving. You might choose somewhere close to your usual offices, or in a town where several people live. It's also a good idea to ensure that there's somewhere to park near the meeting space, as well as a bus or train stop. You might not find somewhere that suits all your needs, but it's good to have an idea of what you want.

Choose a Suitable Room Size and Shape

You should also ensure that the meeting room you hire is the right size and shape for your meeting, with the correct configurations of tables and chairs. Find out in advance exactly how many people will be coming to your meeting; if you're not sure, go for your highest estimate. You should also pick the right layout; U-shaped tables are ideal if you want everyone to be able to see a screen or whiteboard and while boardroom-style tables are excellent for committee meetings or team briefings. Try a round table if you're collaborating on a big project, or classroom-style seating if you're trying to teach something. There's often some scope for moving chairs and tables around to suit your needs, so ask any potential venue what their rules are.

Think about the Facilities You Need

Finally, it's important to make sure that a meeting venue has all the facilities you and your team need. This could relate to accessibility—if an attendee needs close parking, stair-free access to rooms, or wheelchair access, then you need to ensure a venue can provide all these things. You should also ensure that a meeting room has all the technology and equipment you need, whether that's plenty of plug sockets for your team's laptop, a big screen for your presentation, or a whiteboard for brainstorming ideas. Finally, you should consider anything extra that a venue can offer, such as free tea and coffee or free wifi.

By choosing a location that suits your attendees, picking a room that's the ideal size and shape for your meeting, and thinking about the facilities you need, you can ensure that your meeting venue is suitable for your needs. 

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