Many people have the impression that meetings are only for employees and management personnel. While that is one type of business meeting, meetings continue to be an essential component of doing business with people outside the company, too.
Meetings are not only for employees. Instead, modern business meetings are used to meet clients, prospective business partners, and much more. And meetings are not one-size fits all; there are many types of meetings beyond trainings and company updates with employees. Business meetings are also used for crucial negotiations, presentations and updates on a project, used to solve problems…the list could go on.
Having a great space for a meeting isn’t a luxury these days. Not only does a meeting room provide a professional space to work, but they are also great to help increase collaboration, share ideas, network, and more. This makes a meeting room an essential tool when doing business.
No matter the size of your company, a meeting room can be a valuable asset when you’re looking to meet clients, collaborate with partners, or conduct interviews with job candidates. A meeting room is a necessary, versatile business tool; if you don’t have the space, then renting a meeting room is a cost-effective solution.
The Benefits of Renting a Meeting Room
Renting a meeting room can bring many benefits to your business. Not convinced that a meeting room can be a great investment for your business? Then check out these valuable benefits to meeting room rental:
1). Improves business image: meeting a potential or existing client creates a good impression. Renting a meeting room can be helpful if you work in a home office. This can also be a great option for small businesses that just don’t have the space for a professional meeting room in their facilities. Your business will look more professional, capable, and experienced, while giving off the best impression possible.
2). Privacy & free from distractions: while meeting in your home office or in a coffee shop can work, they’re also places that can be rife with distractions. Consider loved ones in the rest of the house, which can include young children who play loudly. Or maybe your partner’s doing the laundry, and the washing machine is a bit on the loud side. These can cause major distractions at a time when you need to focus.
On the other hand, a coffee shop also has its own distractions. There’s noise from other customers, employees, and more. Not only that, if you’re working on a new project, do you really want to run the risk of competitors possibly overhearing negotiations or project details? These are the reasons renting a meeting room can be so much better. You’ll have the privacy needed for those business deals, and be free of distractions, so you can all get work done.
2). Enhances client interactions: to make a meeting more productive, you need a space that’s quiet, private, and has an atmosphere specifically designed to be inspiring and promote focus. A professionally designed meeting room sets the tone for a meeting. With good lighting, an airy, pleasant environment, your meeting is sure to be productive and a success.
3). Style: a meeting room is more than just a large rectangular table surrounded by a bunch of chairs. You need a meeting room that has style, pleasant décor, as well as comfortable furniture. And sure, you may need a table and chairs, but a rented meeting room can also include comfortable seating areas fitted out with modern furniture, lots of natural light, and a friendly, welcoming feeling.
4). Convenient location: another valuable benefit is renting a meeting room in a location that’s convenient for everyone participating in the meeting. You can find a facility located in the heart of a city’s business district. Pay close attention to transportation links (including rail, metro, & bus links), as well as highway and airport links. Making the meeting conveniently located will ensure more people attend and that your meeting venue will be easy for everyone to find.
5). Catering: if you have a long meeting planned, then it may be helpful to hire a meeting room that includes catering services. Nothing is worse than attending a meeting that goes on for hours. People get hungry, need a break, and more. Being able to provide attendees with refreshments or even a meal will ensure everyone has the energy they need to get work done and stay focused. Plus having a break for a snack or a meal can provide everyone with a much-needed break when the meeting is an all day event.
6). Amenities: many meeting rooms include access to everything needed to run the meeting. This includes amenities such as complete connectivity, wall displays, projectors, sound systems, free parking, unlimited tea, and coffee, and more! You may be worried that these great amenities will cost a pretty penny. But the truth is that most modern meeting rooms include all of this, and sometimes more, with the rent. You read that correctly—you’ll have everything needed to make your meeting a success.
7). Meeting room set-up: another benefit of renting a meeting room is that many facilities will take care of all the set-up for you. This means your meeting room will be ready, with everything needed for the meeting. All you have to do is wait for attendees to arrive and settle down. The furniture, equipment, and more will be ready and waiting right when you arrive.
8). Warm reception: many facility providers also include reception services when you rent one of their meeting rooms. This means that everyone attending the meeting will receive a warm welcome and shown the way to the meeting room. No one will be left wandering the halls searching for the meeting. Your guests will warmly be welcomed and cared for when they arrive. This is a great option if you don’t have extra staff who can act as greeters, or if you don’t have employees but run your business solo.
9). Access to the latest tech: you’ll have access to all the latest tech when renting a meeting room. This includes wireless & wired connectivity, which makes it easy for everyone to connect to the Internet from one or more devices. The room will also include plenty of electrical outlets, so everyone can charge devices when batteries are running low. Plus, you’ll have access to plasma screens, projectors, smart boards, and even sound systems. All of this is usually included in the rental fee.
10). Enough space: nothing is worse than not having enough space for everyone at the meeting. If your meeting room is too small, how will that come across to clients and others? No matter the size of your meeting, with a meeting room rental, you can be assured that you’ll have enough space to comfortably accommodate everyone, and everyone will have their own space.
Now you can see the many benefits of renting a meeting room. You’ll have a meeting that’s free of distractions, a private area to work and discuss, as well as a that’s set up and ready to go with all the tech and furniture needed. And don’t forget all the other valuable amenities. Best of all, renting a meeting room creates a great impression of your business.