subject: Steps to Consider when Hiring a Conference Room [print this page] Steps to Consider when Hiring a Conference Room
Are you looking to hire a conference room, but aren't sure how or what to do? If you are a new business owner, or someone in a corporation who has just been put in charge of hiring a conference room for a meeting or awards ceremony, you might feel overwhelmed. You don't have to feel that way, though. There are some simple steps you can follow to make sure you hire the right room for your needs, and that you don't spend more than what you need to.
Different functions will mean different room needs. For instance, if you are training employees on a new software program, you might need a classroom style conference room. If it's a presentation being made to board members, theatre seating might make the best impression. There are as many different reasons to rent a conference room as there are conference rooms available. The size of the room will probably be determined by your available budget. Still, it's always better to rent a room slightly bigger than what you think you will need. If attendees feel cramped and uncomfortable, their minds won't be on the business at hand, and the meeting will suffer.
The best location depends on who will be attending your meeting. For instance, if your company is in the city, hiring a conference room at a hotel in the city probably won't make a difference. However, if your company is located in the suburbs, be aware that many people don't like driving into a large city, and aren't sure how to find parking once they do. In-fact, parking is another concern that should be high on your list. Ideally, you want a meeting room at a center or hotel that offers plenty of free or validated parking. If attendees are distracted because they are worried about their car being towed or worse, stolen, they will not be able to fully participate in the meeting.
If possible, view the room in person after you book it. Make sure the facility is clean and well maintained, and that there are signs directing people where to go. Also, don't forget catering. Even if it's just coffee and tea, offering something to meeting participants is expected. If the conference room you are hiring is in a hotel, they will be able to handle the catering. If you are using a facility, ask the venue management team to recommend a good local caterer. They should have a list readily on hand.
