7 Things to Consider When Booking a Meeting Room

Our Community   •   Published on February 9, 2023

While remote and hybrid work meetings have become fairly common since the pandemic, there are distinct benefits to conducting good old in-person, face-to-face meetings. Research cited by The Washington Post suggests that face-to-face requests are 34 times more effective than those sent via email, and that a physical handshake boosts cooperation, achieving better negotiation outcomes. A great meeting room can particularly help set the tone for a successful meeting, be it in terms of impressing a client or bringing teams together to brainstorm on solutions.

Hiring a suitable meeting space, however, is not as simple as it sounds. Despite there being choices aplenty, every business has unique requirements such as what they will be doing, who will be attending, and what the meeting vibe should be like. What’s more, tastes vary vastly and the features or facilities that might appeal to one business may not quite strike a chord with another. If you are looking around to book a meeting space in London, here are 7 essential things to keep in mind when browsing venues:

          Location is King

When booking a meeting room in London, location is critical. Carefully consider factors such as proximity to public transportation, parking availability, and overall convenience for your attendees. A central, easily accessible location in the city can make it easier for people commuting from different areas to arrive at the meeting, saving valuable time.

          State-of-the-Art Equipment

Make sure the meeting room you book is equipped with the latest technology. This could include high-definition projectors, bespoke lighting, audio-visual devices, high-speed internet, and video conferencing facilities. Having access to the latest, cutting-edge equipment will ensure your meeting runs smoothly and efficiently.

          Wi-Fi Connection

In today’s digital age, a reliable Wi-Fi connection is imperative for getting work done. Make sure the meeting room you book comes with a strong and stable connection that can comfortably handle the number of attendees you are expecting at the meeting. An unsteady connection can cause unwanted disruptions, breaking the momentum and slowing down productivity.

          Room Size and Layout

Are you looking for a traditional conference layout with tables and chairs, or a more casual one with bean bags or egg chairs? Is the layout suited to the type of meeting you have in mind? Likewise, consider the size of the room. Can the room easily accommodate the participants? A room that is too small can make attendees feel uncomfortable. An overly large space, on the other hand, is also not desirable unless you may require splitting up the meeting attendees into smaller groups.

          Amenities and Services

Amenities and services are yet another important factor. This could include catering – tea, coffee, breakfast, or lunch – and post-event clean-up.  You might also want to consider business services such as printing, photocopying, and administrative support. Checking these beforehand is important, so you know what to and what not to expect.


It is critical to factor in the cost, particularly if are going to be booking the meeting room only for an hour or so. Some co-working spaces let you hire a meeting room by the hour but might also offer reduced rates for half day, or full day – which is something you may want to consider. Make sure the price is within your budget. Don’t hesitate to shop around and compare prices to ensure you get the best value for your money.

        Reputation and Reviews

Make sure to check the reputation and reviews of the meeting room you are considering. Look for feedback from previous clients to see what they have to say about the space, the equipment, and overall experience. This can give you a fair idea of what to expect and help you make an informed decision when booking.

In a nutshell, when booking a meeting room, it’s important to consider factors such as location, state-of-the-art equipment, Wi-Fi connection, room size and layout, amenities and services, affordability, and reputation & reviews.  

If you are looking to book a meeting space in London, meeting rooms at the GO Bermondsey co-working space are a great option. Conveniently located near the London Bridge Station, our meeting rooms are aesthetically pleasing, amenity-rich spaces, designed to help support and fulfil your meeting goals. Some of the critical meeting-related facilities we provide include high speed Wi-Fi connection, cutting-edge audio-visual equipment, comfortable seating arrangements, and a host of other professional services. Best of all, our meeting rooms are available for booking for an hour or day – no questions asked.

Contact us to find out more about GO Bermondsey meeting rooms!