How to Choose the Right Meeting Room for a Presentation to a Client

When planning to present to clients, choosing a random room won’t help you impress. You have to think about the room size, location, atmosphere and more. This article will break down exactly how you can find the best meeting room for your presentation. 

Understand What Type of Presentation You're Doing

Make sure your meeting room has everything you need. If you want to explain complicated concepts by drawing diagrams, a whiteboard will be useful. If you have PowerPoint slides to show, then you need a screen to show them on.

Understanding the type of presentation you’re doing also allows you to decide what room layout is best. A classroom style space is good for longer presentations and can help attendees focus and get involved. A classic boardroom is often used for business meetings and can encourage formal interactions. 

Meeting Room Size

Your room should be fit for the number of people attending. Make sure you have enough seats and that the space doesn’t feel claustrophobic. You want people to feel comfortable. If they aren’t, then they’re less likely to concentrate. White walls and large windows can help a room feel much bigger than it actually is. 

Technology Available

If you’re planning to have a video conference, does your meeting room support this? Is there a webcam? Will you have the right audio technology? If you’re planning to do a presentation, is there a big TV that everyone can see easily? You need to make sure your room has all the technology you need to carry out your meeting. One amenity that a lot of businesses look out for is fast Wi-Fi. This will help make sure everything runs smoothly so you can avoid running into issues. 

Location

Is your location easily accessible? If you’re in a big city like London, driving might not be people’s first option. Many will prefer to travel using public transport like the bus or train. Making sure your meeting room is a short distance from any stations will be helpful for clients and your team. Some people will also decide to cycle. Making sure your location has somewhere like a bike shed to keep them is useful.

It’s also good to consider what’s in your surrounding area. If you want to do a team celebration, then you’ll probably want to be close to restaurants and bars. Also think about what’s relevant about your location. If your meeting includes talks on culture, then you can impress attendees by meeting in a historic area. Or if you’re planning to discuss important business matters, then hosting your room in London can look professional. 

Atmosphere

Lots of greenery, light colours and large windows can all contribute to a peaceful feel. A simplistic layout with whites, blacks and wooden interior can boast a professional atmosphere. Some rooms are painted with bright colours and have interior which looks different to the normal. Offices like this are good for informal or laid-back meetings. How your room makes people feel can be a key impression for clients, so it’s something you want to get right. 

Any Extra Services Available

Many buildings which host meeting rooms also have other places to work like private offices, phone booths, collaborative spaces and more. If you’re planning to buy a day pass or stay for a few months, then these might be important factors to keep in mind. Many locations will also have on-site facilities. This could a gym, a café, a lounge or rooftop seating and other outdoor areas. These create flexibility. If someone likes to go to the gym, but they’re far from the one they usually attend, then having one on-site can be useful for example.

Budget

There are a few factors to consider.

• Know how many people are coming. A room with more people can sometimes be more expensive than a space for less participants
• Book only for the time you need. Hiring hours you don’t use can lead to wasted money
• Compare and look around. Don’t just settle for the first meeting room you see. Our website has tonnes of coworking spaces to explore

Choose the Right Meeting Rooms for Your Needs with Spacepool

At Spacepool, we have a wide range of meeting rooms to discover on our website. They each come with different amenities, facilities, layouts, and sizes. To uncover what you’re looking for, you can use the filtering tool on our website. Impress your clients today and find the perfect meeting room for your presentations with Spacepool.