One challenge organisations face is that they rent large office space since they require a conference room to hold office meetings and meet with clients. This significantly increases the office running expenses. However, you can cut these costs by hiring a meeting room rather than renting it monthly or annually. Read this extract for some meeting room hiring tips. 

Location

The golden rule is that the room should be conveniently located. For instance, it could be a few blocks away from your main office. Alternatively, it should be close to support businesses such as banks, restaurants and shopping malls. The location must be secure. It guarantees you have an easy time holding meetings at night. Besides, you do not have to worry about leaving your vehicle in the parking lot. 

Appeal And Space 

The meeting room must be spacious. Otherwise, your colleagues or employees will be distracted and uncomfortable during the meeting. Look out for the following when examining the meeting room's appeal: 

• The room must have adequate lighting. Consider rooms with a good flow of natural light to cut down on electricity bills.
• What is the seating arrangement in the room? For example, a round table would be ideal for small meetings, while a classroom orientation is perfect for seminars and training.
• The room should have an adequate circulation of fresh air. An air conditioning system is an added advantage.
• The room must be clean. Look out for foul smells, chipped paint and signs of rodent infestation when hiring the room. 

Amenities

The meeting room should have adequate amenities. For example, if you will hold a daylong meeting, you should consider rooms with a kitchen and a lounge. As such, you can make food and drinks as you hold the meeting. What other services does the company offer? For example, other than meeting space, some companies will offer office space to clients. Besides, they will equip the meeting room with Wi-Fi, projectors and whiteboards. You might also need secure storage if you intend to store valuable documents and personal devices such as laptops during breaks. 

Pricing 

Conduct a price comparison to determine how the various companies price their meeting rooms. Do not choose the cheapest room. Instead, examine what the rental price includes. For example, you could be shocked to find out a cheap meeting room excludes essential amenities such as the AC and access to the kitchen. 

When hiring a meeting room, examine its location, appeal, amenities and pricing.