When hiring a meeting room you should consider multiple aspects before making your final decision. It’s not just as simple as location and price, there are many factors that play into what makes a good meeting room. Some other important things to contemplate when choosing a meeting space are lighting, amenities, layout, and comfort. We’ve put together this guide to what makes a meeting room perfect for productivity and creativity.

This guide is the one for you if you’re looking to hire a space for hosting a meeting. It should also be useful if you plan to create a meeting space in your office. There’s nothing worse than a meeting room that’s uninspiring so take this as your sign to go with something a little bit extra when planning the AGM this year.

Here are the top 5 things you should think about when hiring or setting up a meeting space. Let’s get going!

1. Choose a Meeting Room With Enough Space

If you’re looking to host a meeting where everyone’s comfortable and happy, and we assume you do, space is the way to go. No one wants to sit there rubbing shoulders while they listen to what you have to say. Make sure everyone’s got plenty of room for laptops, coffee mugs, and body parts.

The Court Room at Holborn Venues is a fantastic example of a spacious meeting room with plenty of character. We recommend you go bigger rather than smaller even if too big isn’t good either. Preferably you want to create a feeling of intimacy while keeping everyone’s integrity intact. But don’t worry, we’re sure you’ll find a space that’s just the right size for you and your guests.

2. Let the Sun Shine Shine In

One of the most important things that can really elevate a space and make it suitable for creative thinking is light. A bright space with plenty of natural light is a great way to avoid attendees falling asleep. For a productive and successful meeting, you need to keep energy levels high and snacks will only get you so far. Always go for a well-lit room rather than a basement space without windows. It might seem tempting to save some money here but we can’t highlight enough how important it is to get some well-deserved rays of sunshine.

We especially think Friends’ Meeting House Manchester do this well with the large windows making the rooms seem even bigger than they are. 

3. Have Plenty of Comfortable Seating

Let’s be realistic, most of what you’ll be doing is sitting. Don’t go with something where you’ll be uncomfortable before the meeting’s even started. If the seating is awkward productivity will be low and the quality of you’re meeting will be affected. 

Proper office chairs are always a good shout as they’re ergonomic and allow attendees to turn easily. Most meeting rooms however don’t have desk chairs. Don’t worry though, other chairs can be just as comfortable as long as they’ve got some proper cushioning. A good example of this is the meeting rooms at Runway East in London Bridge. They always have soft chairs made to sit for hours. We’ve had long meetings here ourselves and can confirm your bum won’t get sore. 

Another fantastic way to avoid tired bodies is to have plenty of breaks as this will keep energy levels up. Even taking just one minute for everyone to stand up and stretch quickly is great to avoid minds wandering. 

4. Check the Amenities Are Right for Your Meeting

There are plenty of meeting rooms out there but not all of them have great amenities. This of course depends on what it is you actually want and need. No need to pay for all that tech if you’re not going to use it. Figure out what it is you need and look for a space that is the perfect match for you. 

Some amenities that are common are coffee and tea, whiteboards, tv-screens and other audiovisual equipment, and so on. Just ask straight out when considering a meeting room what amenities are included. If you’re planning a full day of meetings or a conference it might be worth considering a space with lunch included avoiding the hassle of organising it on your own. 

In The Lounge at The Brain Charity in Liverpool, they have a large screen Ultra-HD TV and a Sennheiser infra-red hearing loop. There are plenty of similar high-tech solutions out there that might be the right thing for you. 

5. Location, Location, Location

Finally, location is not a non-significant factor when choosing a perfect meeting room, quite the opposite actually. Go for a central spot that it’s easy for everyone to travel to. If you’re all travelling from the office you might want to source somewhere close to there. Wasting time commuting is never a good use of time so think about routes before booking anything on a whim. 

A lot of meeting rooms are located quite central as this is where most people want to hire them but there are also more rogue locations. There are plenty of meeting rooms in Brixton in London for example. This might not seem like the best location considering the above statement. But if there’s a good route for everyone involved then this might be a better choice for you than a more central one. Usually, they are cheaper and easier to book.

Simply think about your own situation and adjust accordingly. There’s no one size fits all here and what’s a good location for you might not be considered the same by others. Explore some meeting spaces and find the one that’s best for you.