Things to Look at before Hiring a Meeting Room: Checklist 2024

December 6, 2022

In London, hiring meeting rooms can be challenging due to high costs, limited availability, and diverse needs. Finding the right space with adequate facilities and accessibility is crucial for successful meetings.

The UK private office spaces market is expected to be valued at USD 1.34 billion in 2024 and USD 1.9 billion by 2029, growing at a CAGR of 7.11% from 2024 to 2029.

The workplace landscape is changing, and dynamic offices are emerging as the leader in this transformation. Dynamic offices, with their adaptability and emphasis on employee needs, are gaining popularity among businesses of all sizes. They provide adjustable spaces, lighting, and furniture, empowering companies to tailor their workspaces to their changing demands and future growth strategies. Moreover, these offices offer a variety of options, such as meeting rooms for collaborative endeavours, quiet zones for focused work, and breakout areas for social interactions.

Also Read Dynamic Office Spaces: How Flexibility Drives Productivity.

Businesses are increasingly looking to rent meeting rooms or move to office spaces that have meeting rooms. A recent Futuresource Consulting survey suggests that small businesses are adding more meeting rooms and huddle spaces to their offices and that 25% of companies are expected to embrace the trend in the next few years. Renting a meeting room can have several benefits for a business —they can be used for meetings with clients and colleagues, for conducting interviews with job candidates, and much more.

What Challenges Do People Face When Hiring Meeting Rooms in London?

What Challenges Do People Face When Hiring Meeting Rooms in London?

Hiring meeting rooms in London might be difficult due to the city’s unique dynamics. Here are some of the most common issues people face:

  1. Higher Costs: London is one of the world’s most expensive cities, and the cost of hiring a meeting space can be significantly higher than in other areas. Budget constraints may limit options for size, location, and additional amenities.
  2. Availability: Due to high demand, particularly in central areas, such as the City of London or Canary Wharf, finding a suitable meeting room on short notice might take a lot of work. Popular venues are often booked well in advance.
  3. Size and Capacity: Finding a room that fits specific size and capacity requirements can be tricky, especially for larger groups. Spaces that can accommodate large groups might not be in the desired location or may be too expensive.
  4. Transport Links: While London benefits from extensive public transport, ensuring that a meeting venue is easily accessible to all participants can be difficult. Disruptions to services (such as tube strikes or construction) might have an impact on accessibility.
  5. Technical Facilities: Ensuring that the meeting room is equipped with the necessary technological support, such as high-speed internet, audio-visual equipment, and conference facilities, can be challenging. Some venues may lack up-to-date technology or charge extra for these services.
  6. Noise and Privacy: In a busy city like London, finding a quiet, private space for confidential discussions might be challenging. External noise and the layout of some venues may jeopardise privacy.
  7. Catering and Additional Services: Depending on the nature of the meeting, you may require additional services such as catering, administrative support, or specialised equipment. Not all venues offer these services, and they might be difficult to arrange.

Did you know? Typically, organisations dedicate about 15% of their total time to meetings. In today’s hybrid work environments—where some team members may join from the office while others dial in remotely—organising and conducting hybrid meetings becomes a more complicated task. It is critical to ensure that the meeting rooms can be booked easily and details are communicated effectively to remote attendees.

What are the Benefits of Renting a Meeting Room?

The key benefits of renting a meeting room for your business are as follows:

  • Latest Infrastructure: Equipped with the latest tech infrastructure, a meeting room for hire provides a distinctly professional environment for your business discussions and presentations.
  • Effective Collaboration and Communication: Clear and efficient booking details ensure that all participants are well-informed and can prepare adequately, fostering better interaction and engagement.
  • People’s Productivity: Streamlined booking processes prevent time wastage, allowing team members to focus more on the meeting’s content rather than logistics. It also ensures that confidential business plans and meetings can take place without distractions and anyone eavesdropping on conversations.
  • Reflects Brand: An elegant and neatly furnished meeting room for hire reflects well on your brand’s image, allowing your business to project a professional image. You can make a positive impression on prospective clients and interviewees.
  • Ideal for Brainstorming sessions: The collaborative environment afforded by a meeting room is ideal for brainstorming creative ideas, fostering innovation, and building and maintaining professional relationships.
  • Saves Cost: Hiring a meeting room allows you to save costs while enjoying convenience. Everything – from office equipment such as projectors to a fast and secure internet connection, and coffee served to guests – is typically covered in the rental fee.

Also, Know More About London Bridge and West Bermondsey.

What to Consider When Booking a Meeting Room in London?

What to Consider When Booking a Meeting Room in London1

While a meeting room for hire is a great solution for work-related situations such as meetings and interviews, it is important to do some research before deciding on one. Here are five essential things to consider when hiring a meeting room:

  • Affordability: Cost is an important factor, especially if you need a meeting room only for an hour or so. A meeting room or coworking space usually charges by the hour. Some even offer slightly discounted rates for half day, full day and a whole week. This depends on several factors, including location (whether the space is in a prime location, the number of transportation options nearby), size, amenities offered, and overall space quality. The right offsite meeting venue boosts team motivation and client meeting success, offering flexibility to meet your specific needs.
  • Space: You need to take into account the size of the meeting room. This will be determined not only by the number of guests attending but also by the kind of seating arrangement you would like for the meeting room. While a theatre style is meant to accommodate more people, a cabaret arrangement is widely regarded as more efficient and convenient.
  • Purpose of the meeting: Meeting spaces should align with your objectives. For example, a performance review might be best held in a space with ample natural light and relaxed furnishings to put attendees at ease. For the first client meeting, a venue with a professional or corporate ambience might be more appropriate. Conversely, a fun, bright, and lively space with breakout areas could be ideal for a brainstorming session aimed at fostering collaboration.
  • Location: Location is an important factor when hiring a meeting room in London. Look for offsite meeting rooms which are easily accessible to public transport such as London Bridge station.
    Facilities & Equipment: To make sure your meeting runs as smoothly as possible, check the available equipment – monitors, projectors with speakers, adapters, whiteboards, and markers among others. Some amenities are included in the booking price, while others may come at an additional cost. Look out for the following:

    • Phone Access
    • Network Connection
    • Whiteboard
    • Fast and Secure WiFi
    • TV/DVD Player
    • Projector
    • Admin Services
    • Bridge Connection Availability
    • Catering Availability
    • Glass Board
    • Parking Facility
    • Accessibility to Public Transport
  • Access to Refreshments: Consider providing refreshments based on the duration and purpose of your meeting. Even during brief meetings, basic refreshments like coffee and snacks can boost productivity and encourage networking during breaks. Many venues offer catering services at an additional cost. Always check attendees’ dietary needs before selecting food options.
  • Aesthetics: Meetings are likely to fulfil their objectives if they’re conducted in an aesthetically pleasing environment. A clean and tidy space with tasteful furnishings and verdant views would be ideal. Remember also to consider factors such as adequate natural daylight.
  • Sustainability: Opt for meeting rooms with management systems that could reduce your business’s carbon footprint, giving it a competitive edge in the market. Meeting room booking software could be deployed to help prevent double bookings, eliminate paper-based room reservation policies, identify which rooms and workspaces are under or over-utilised, and reduce electricity and energy usage through space optimisation.

Checklist to Hire Meeting Rooms

When booking a meeting room, asking the right questions can help ensure the space meets your needs and that your meeting goes smoothly. Here are some important questions to consider:

1. Purpose and Requirements

  • What is the purpose of the meeting (for example, is it for a client presentation or for team brainstorming)?
  • What is the capacity of the meeting room, and can it comfortably accommodate the expected number of attendees?
  • What dates and times are available for the meeting room, and how far in advance do I need to book it?
  • Does the meeting room align with your business’s sustainability initiatives?

2. Acoustics

  • Check if the meeting room is suitable for the event.
  • Does the meeting room have suitable sound amplification equipment, such as speakers?
  • Can participants hear the speaker clearly?

3. Location & Parking

  • Is the meeting room location suitable for all attendees?
  • Is the meeting room easy to find, and does it have map access?
  • Is the offsite meeting space easily accessible to public transport and parking?
  • Is parking free or paid?
  • Is the parking lot far from the venue or on the premises?
  • Is the meeting room venue accessible to people with disabilities?

4. Facilities and Equipment

  • Is the offsite meeting room equipped with the necessary equipment (projector, whiteboard, conference phone)?
  • What facilities and equipment are available in the meeting room?
  • Is there reliable internet access for all the participants?
  • Is audio-visual equipment available for presentations?

5. Catering and Refreshments

  • Is there any kitchen service accessible during break time?
  • Is there a facility for providing coffee, water, and snacks even for brief meetings?
  • Are catering services or refreshments available, and if so, what are the options and policies?

6. Comfort and Environment

  • Does the room have adequate lighting and ventilation?
  • Does the arrangement suit the meeting’s purpose (boardroom, theatre, etc.)?
  • Is the seating comfortable?
  • Can you adjust the temperature in the meeting room?

7. Cost and Budget

  • Are there any additional charges for catering or specific equipment?
  • What is the cost of booking the meeting room, and are there any additional fees?

8. On-site Support

  • Is there on-site support for technical issues?
  • If yes, how do I contact the support person?

9. Privacy and Security

  • Does the venue provide a private space for confidential meetings?
  • Are there any security arrangements, especially for high-profile gatherings?

10. Accessibility

  • Is the venue accessible to attendees with disabilities?
  • Are there any ramps, elevators, and accessible restrooms for the disabled?

By following this checklist, you can be sure that the meeting room you hire meets all your requirements, contributing to a smooth and productive session.

GO Bermondsey Best-in-class Meeting Rooms

Nestled within the renovated warehouse buildings of the former Sarsons Vinegar Brewery, GO Bermondsey meeting rooms offer a combination of modern design, cutting-edge amenities, and flexible booking options. The meeting rooms are designed to provide a conducive environment for discussions, collaboration, and exchanging ideas. Each meeting room is fully furnished, equipped with high-speed internet, and includes a range of facilities like storage space, kitchen access and breakout areas. The meeting rooms can be reserved for hours, days, months, or longer, depending on your needs. Our dedication to creating an excellent work atmosphere distinguishes GO Bermondsey as the best-in-class. Book your meeting room with GO Bermondsey today!

Frequently Asked Questions

What should be included in a meeting checklist?

What is the most important tip before hiring a meeting room?

How do you make a checklist for a meeting?

What are the steps involved in meeting room hire planning?

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