7 Tips for Booking Your Next Meeting Room

 

Creative idea sessions, contract negotiations or career reviews, meetings are no joke, and the venue you host it can be a deciding factor in whether or not it’s successful. There’s a variety of different factors that need to be considered when booking a meeting room, and each one is important. If you’re struggling to figure out just what you need, here’s 7 Tips for Booking Your Next Meeting Room.

 

Why It’s Important to Book Based off Your Needs

 

Giving yourself enough time to book your perfect room allows you to get exactly what you need rather than just what’s available. Being able to book a room the perfectly matches your needs means your meeting can go ahead flawlessly and with little to no hurdles. If you book the wrong type of room, you may end up with issues on the day, that will throw off your workflow and may even mean clients leave with a bitter taste in their mouths. 

 

7 Helpful Tips to Booking Your Next Meeting Room

 

Room Size

 

Room size may not seem super important, but it can actually be make or break for your meeting. Too much space and you’re wasting your budget, too little space and not everyone in the meeting will have enough space to sit and work. You need to make sure there are enough seats for everyone, but also enough space to work comfortably, for instance, desk space.

 

Location Amenities

 

You might have enough room for all meeting members, but if you’re missing the equipment or facilities, it simply won’t matter. Every room will come with its own specific list of equipment, from whiteboard’s, to Audio Visual setups, 
Some rooms may also require disabled access, it’s important to check this before booking.

 

Venue Location

 

Getting your location right can make or break the perfect meeting. If you have lots of people, be it staff, management or clients attending from across the country, you want to make sure it’s easy to find and close to plenty of public transport links so that there’s no additional stress for people trying to find it. Research where your team are coming from and which areas are the easiest/most difficult to get to so you know where to look and where to avoid. If you’re after something up north you may want to look at Manchester meeting rooms as the city has great transport links, if you’re after something down south, London or Brighton may be better. Find out what works best for everyone involved before you book. 

Operating Times 

 

Each venue will have its own opening and closing hours. These need to be studied and understood so you give yourself enough time to finish the meeting or work without stressing about time, or having your meeting interrupted as the venue is about to close. Give yourself enough time to include set up and pack down, as well as time to break the ice at the beginning. 

 

Cost

 

Budget can be a balance. Spend too much, and you’re wasting potential profits, spend too little, and you may not get the room you need. You need to weigh the potential cost against the needs of the meeting, and make sure you get the two right as best you can. If you need a meeting room for 30 people with all the bells and whistles, you’ll likely have to spend big. 

 

Venue Reviews 

 

Coming this year, Spacepool will be adding a reviews section to their property listings. This means that you have even more information to help you pick the perfect space for you and your team and can even leave feedback to help others find their ideal room in the future. 

 

Availability

 

Every location will have its own schedule, some may be open 24 hours seven days a week, some may only allow bookings during more conventional hours like 9-5, Monday to Friday. It’s important to make sure there’s plenty of time to fit your meeting room in well ahead of time. Of course, meeting rooms that have a wider variety of availability hours will be easier to fit in your meeting, but making sure the room’s are available well in advance will make your booking less stressful.