There are many business-owners or primary decision-makers who opt not to have a company event such as training or workshops or meetings take place within their office or business premises and instead, choose to rent a different venue for such. The reasons behind this decision may be due to the size of the company’s meeting room or conference hall not being able to accommodate all guests and/or the staff or they just want to have the meeting or event to take place at a more formal and impressive venue and location to impress the visitors and other attendees.
In choosing an out-of-office meeting room or venue for any event, it is vital to take into consideration its physical address or location. The venue should be conveniently located and easy to find, especially for first-time travellers, and within close proximity to the major transport links.
The next thing to consider would be the quality of the meeting room itself. The venue should have plenty of light and airy spaces. The over-all ambience and setting must be professional yet comfortable.
Of course, the venue should have all the necessary furniture, equipment and other office supplies that are needed for the successful outcome of the event. Chairs and desks must be comfortable and arranged properly as requested or in keeping up with the theme and/or purpose of the event. The audio-visual equipment, such as the projector, must be functional and easy to operate. In case there is a need to make copies of documents to be circulated, a photocopying machine should also be always available. Fast and reliable internet connection, LAN or Wi-Fi must also be present and continuous. Writing materials must also be at hand and the business support staff can be called on when needed.
Refreshments and catered food can also be requested for, but this depends on the packages and services the provider of the serviced meeting room for rent offers.
Meeting room requirements also differ on a case to case basis. The rental packages can be flexible enough; a room can be rented for the whole day or just for a few hours. The room to be hired can be only be small to accommodate only five to 10 attendees, such as for a meeting, or big enough to house at least fifty of the company employees for a one-day product training.
The last aspect to consider in renting a meeting room would be the budget. The rental fees are also flexible and dependent on the size of the room and time needed to use the venue so most of the time, the there is no need to go beyond the given budget or to ask for additional money.