Not all meeting spaces are created equal. When renting a space, it is important to have a full-service experience at the right price.
Here are 10 essentials to consider before planning your next meeting:
1. Location, Location, Location
Is the meeting accessible for all? A great meeting starts with a great location. It should be convenient, not a burden. The space should have ample and easy to find parking with quick access to both bus and metro lines.
2. Venue Look and Feel
A venue sets the tone for the meeting. Who wants to spend yet another hour of their life in a boring office park? A modern, Class-A building with a welcoming and open environment is crucial to ensuring people feel appreciated and special. Details like a concierge in the lobby, state-of-the-art finishes and clean spaces are sure to impress clients or co-workers.
3. Administrative Support
A provider should have staff who can make photocopies, print or provide any other type of administrative support- at no extra charge. Their help will make meetings go smoothly and allow everyone to focus.
Amenities can take a meeting from a routine event to a first-class experience. Choose a space that has wifi, accessible food options, front desk reception and outdoor space. Also, see if the amenities include break rooms stocked with tea and coffee- these small touches create a positive atmosphere for the meeting.
Have you ever spent precious meeting time fiddling with a project? Or trying to get sounds from a video to play? Don’t let technology have the power to derail meetings! Make sure the space can accommodate AV, sound, projectors, adaptors and high-speed internet needs to avoid any hiccups.
6. Food and Beverage (F&B)
Some meetings will require food- it can be the difference between a happy meeting and a meeting where everyone is losing focus. Look to rent a meeting space where breakfast, lunch and snacks can be catered, with consideration for dietary needs, at a reasonable cost.
It is important to keep a team hydrated and alert. Book a meeting space where coffee, tea, juices or water are provided either in the meeting room or nearby. Ask in advance if the provider will charge extra for these services.
A poorly designed room or uncomfortable furniture can ruin a meeting. Chairs should be ergonomic and the desks or table should be modern, clean and comfortable. Also, the space should have modular furniture that is easy to reconfigure based on specific needs- no one puts a coworker in a corner!
Why pay for an unused room? Many spaces will charge for hours-long blocks, which are a waste of both money and people’s time. Find a place that has flexibility and will meet any needs with meeting room rentals by the hour.
9. White-Glove Service
Look for a provider that goes the extra mile with customer service. The staff should go beyond the necessities to ensure the meeting is successful- such as working ahead of time to plan when a staff member can come in to refill drinks and snacks.
Do not get caught up with providers who put out teaser rates and then nickel and dime you in the end. Make sure the cost is known up-front so that there are no surprises when the bill arrives. One way to avoid surprises is to go with an all-inclusive meeting space.
No matter what type of meeting, AdvantEdge Workspaces will meet your needs. We provide these 10 essentials at an all-inclusive price.