Hiring Meeting Rooms: A Complete Guide

March 26, 2024

Meeting rooms, essential in modern business environments, occupy approximately 37% of employees’ time, emphasising their role in fostering creativity, teamwork, and strategic decision-making. In this blog you will explore diverse meeting room options, including their benefits, costs, and considerations for renting in London, highlighting their importance in successful corporate operations.

According to meeting room statistics, approximately 37% of employees’ time is spent in meetings. This figure indicates the importance of meeting spaces in fostering creativity, teamwork, and strategic decision-making. Well-designed meeting rooms with user-friendly, top-notch video conference tools encourage seamless interactions, resulting in increased employee productivity and engagement. In this blog post, we’ll explore various meeting room options, including their benefits, costs, and key factors to consider when renting one. Keep reading!

What is a Meeting Room?

A meeting room is a designated space for teams to gather, discuss issues, collaborate on projects, and make decisions. Meeting rooms vary in size; they can be small enough to accommodate two individuals conducting an interview, or large enough to hold several people for a product launch or discussion.

Whether you run a small or large business, meeting room spaces are essential. Hosting efficient and successful meetings necessitates significant resources in a meeting room, such as a high-speed Wi-Fi connection, a large TV screen, a video conferencing platform, whiteboards, flipcharts, etc. The ideal office meeting room should also prioritise employee comfort with natural light, ventilation, and comfortable seating arrangements.

What are the Different Types of Office Meeting Rooms?

Office meeting rooms fall into several categories, each intended to serve a specific purpose. Here are some common types of office meeting rooms:

  1. Conference Meeting Room: These large meeting rooms are used for formal business meetings like board meetings, seminars, and presentations. These rooms come with advanced audio and visual equipment, such as screens, projectors, and sound systems, and can seat more than ten people.
  2. Training Room: These rooms are specifically designed for conducting training sessions and workshops. They are equipped with advanced audio and visual equipment, movable furniture, and whiteboards to facilitate interactive learning experiences. These meeting rooms can accommodate about four to ten people.
  3. Boardroom: These meeting rooms have a wide central table with chairs around them, providing an excellent setup for executive meetings, planning sessions, and decision-making sessions.
  4. Video Conference Room: Equipped with advanced audio-visual technology, such as cameras, microphones, and video conferencing software, these meeting rooms enable participants to attend meetings remotely. Video conference rooms enable collaboration among remote and geographically dispersed teams and freelancers.
  5. Huddle Room: These small meeting rooms are designed for informal, collaborative discussions. They are often equipped with basic audio and visual equipment and can accommodate between two to three people.
  6. Breakout Room: These are smaller meeting rooms used during large conferences or events for more intimate discussions or brainstorming sessions.
  7. Open Space: Designed to be flexible and adaptable to the group’s needs, these meeting rooms are often equipped with basic audio and video equipment and can hold a small or large group of people.

What Are the Benefits of Office Meeting Rooms?

The table below elucidates the key benefits of hiring a meeting room:

Essential Amenities Meeting rooms are furnished with essential resources, such as Wi-Fi, projectors, screens, whiteboards, and furniture, fostering a productive environment for discussions, presentations, and brainstorming sessions
Better Collaboration These rooms provide a designated area for teams to share ideas and collaborate on projects, fostering stronger business relationships
Privacy and Confidentiality Certain discussions require privacy and confidentiality. Meeting rooms provide a secure setting where important matters can be discussed without the fear of being overheard, thus assuring the protection of confidential information
Professionalism Conducting meetings or discussions in a designated space adds a touch of professionalism, creating a formal environment that highlights the seriousness of the topic being discussed
Positive First Impression Meeting rooms provide a professional setting for client meetings and negotiations, contributing to a positive corporate image and helping to develop credibility with clients and partners
Increased Productivity Having a designated meeting space boosts productivity by saving time and allowing team members to focus on their tasks
Better Decision-Making The exchange of ideas within a meeting room typically leads to better decision-making. Several viewpoints can be explored, and in-depth discussions can occur, leading to well-informed decisions

How to Book a Meeting Room in London?

Follow the steps below to book a meeting room in London with GO Bermondsey:

Step 1: Visit the official GO Bermondsey website.

Step 2: Proceed to the “Meeting Rooms” section.

Step 3: Click the “Book Online” tab.

Step 4: Specify the details when booking a meeting room, such as the date, duration, and time.

Step 5: Next, specify how many individuals will use the meeting room.

Step 6: Subsequently, select the options that align with your preferences.

Step 7: Submit your booking details, including your name, work email, and contact number.

Step 8: Upon completion, GO Bermondsey will send you a confirmation indicating that we have initiated your booking request. Our executive will contact you shortly.

How Much Does It Cost To Rent A Meeting Room In London?

London is a prime location to book office meeting rooms. Meeting spaces are a valuable commodity in this city for various reasons. Meeting rooms in London provide excellent opportunities to gather with colleagues and clients for business purposes. Furthermore, businesses can utilise these rooms for marketing and branding purposes.

The average cost of hiring a meeting room in London varies greatly depending on various factors, including location, size of the office meeting room, number of individuals that require the meeting room, amenities provided, and duration of usage. The price of a typical meeting space in London might range from £20 to £200 or more per hour.

This rate typically includes essential amenities such as a high-speed Wi-Fi connection, a projector or screen, ergonomic chairs, and, in some cases, complimentary water. However, additional services like technical support, advanced equipment usage, and catering typically involve additional charges. While the standard rate includes essential amenities, it is crucial to consider any extra services needed to calculate the overall cost of hiring a meeting room in London.

What Are the Factors Affecting Meeting Room Prices?

Factors Affecting Meeting Room Prices

Here are some common factors that can affect office meeting room prices: 

Location Meeting rooms in prime locations and business districts cost more than those in suburban or less central areas
Room Size The size and capacity of a meeting room can influence its pricing, depending on how many people it can accommodate at a time. Larger meeting rooms with higher seating capacities usually cost more than smaller meeting rooms 
Amenities Meeting room prices may also vary depending on the services and facilities offered. High-quality audio-visual equipment, high-speed internet connection, projectors, whiteboards, teleconferencing facilities, and other amenities may influence the price
Usage Duration Meeting rooms may charge varying fees for hourly, half-day, full-day, or multi-day bookings. Although hourly rates might seem higher per hour, they offer increased flexibility. Similarly, while daily rates may seem initially more expensive, they often provide better value for full-day meetings
Space Provider The reputation and service standards of the provider also play an essential role in determining the price. Premium providers tend to charge more due to their market status and the added perks, such as prime addresses or exclusive access to networking events and workshops

7 Tips for Hiring a Meeting Room in London

If you are planning on hiring a meeting room in London, consider the following crucial factors:

  1. Accessible Location: If attendees will be arriving on their own, choose a venue with convenient access to public transport and parking facilities.
  2. Room Size: Consider how many people you will be hosting in the meeting. It will help you determine which meeting rooms best meet your requirements.
  3. Comfortable Seating: Ensure that your venue offers a comfortable seating arrangement for the duration of the event. This will enable attendees to focus on crucial tasks without being distracted.
  4. Breakout Space: It is crucial to have a break area where attendees can unwind after a long meeting, have a cup of tea or coffee, or catch up with colleagues between meetings.
  5. Audio-Visual Services: Ensure every meeting room has these audio-visual services: high-speed Wi-Fi connectivity, integrated room speakers, presentation software, and video conferencing facilities for virtual attendees.
  6. Catering Services: On-site catering is essential for hassle-free meetings. Opting for in-house catering provides a reliable alternative to managing food arrangements for the attendees on the day.
  7. Additional Requirements: When hiring a meeting room, consider additional requirements that go beyond the basic amenities. Prioritise proper ventilation and climate control for a comfortable atmosphere. Check for parking availability, accessibility for individuals with disabilities, and the possibility to customise the room layout according to your specifications. Communicating these requirements to the venue provider in advance can help ensure a smooth and successful meeting experience.

Why Choose GO Bermondsey to Hire a Meeting Room in London?

GO Bermondsey is the best option for booking a meeting room in London because of its prime location, well-equipped facilities, and flexible booking options. Situated conveniently in the lively Bermondsey area, this location offers easy access to public transport and local amenities. The meeting rooms are fully equipped with state-of-the-art technology to facilitate meetings, discussions, presentations, and collaborations. The meeting rooms can be reserved for hours, days, months, or longer. Furthermore, GO Bermondsey provides an organised and pleasant working environment, which makes it the optimal choice for productive and successful meetings in London. Elevate your meetings with GO Bermondsey. Book your meeting room today!

Frequently Asked Questions

What is the average cost of hiring a meeting room in London?

Where are the best places to hire meeting rooms in London?

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What are the must-have amenities of meeting rooms?

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