Are you interested in renting a meeting room for your business event or interview? Yes, you can and you should, however there are several things to watch before renting a meeting room. Renting a meeting room may sound like a straightforward process but you can easily fall into mistakes that will affect the success of your meeting. From an intimate gathering of the team to an all-important session with a client, environment is everything. Here we are listing few mistakes business make when hiring meeting rooms, and we’ll also tell you how you can avoid these blunders.
Not Defining Your Requirements Clearly
One of the biggest mistakes people usually make when renting a meeting room is failing to define the requirements clearly. Before booking a room, you need to make sure that you know exactly what you need. The requirements as follows,
- Size of the room: First thing before arranging a meeting is to know how many people will be attending? A small meeting with just a few people needs a different space than a larger team or client meeting.
- Equipment: Arrange the basic equipment for the meeting, that includes, projector, whiteboards, or video conferencing facilities. Be clear about the technology you’ll require to ensure the room is equipped.
- Accessibility needs: Make sure about other special accommodations. Eg: Wheelchair access.
Defining all these kinds of requirements before renting a meeting room will help you to avoid unwanted interruptions. Get details about Meeting Rooms for Rent in Dubai.
Overlooking the Location
The location of the meeting room is actually important for the success of the meeting. Before choosing the location make sure that, whether all the attendees of the meeting can reach there on time. If there is any inconvenience, it is necessary to change the location near public transportation or offer ample parking.
Moreover, make sure that the area is free from distractions. If the meeting room is located in a noisy environment that can interrupt the productivity of the meeting. The location that is chosen, should align with the needs of the meeting and also must be convenient to all the attendees.
Ignoring the Duration of Rental
When renting a meeting room, keep the rental time in mind. Too many companies fail to accurately estimate how much time their meeting will take, and wind up rushing through a suboptimal meeting. On the flip side, if you overbook, you’re unnecessarily forking out money. Always be honest about the length of your meeting.
If you’re uncertain, it’s always best to slightly overestimate, as some rental spaces might charge extra for going over the booked meeting time. By asking for the correct one, you dodge both the burden of time and money. Looking for a Conference Rooms for Rent in Dubai?
Failing to Confirm Availability of Equipment
Meeting rooms often have built-in features, such as chairs or tables; the room would be empty otherwise. For example, an auditorium is a type of meeting room in which the seats are situated around the sides and no desk or table around the seats. One pitfall of our own making is to take the equipment for granted. Be sure to verify the availability of the gear you require prior to finalizing booking.
If you are doing a presentation, then make sure projector and screen are part of the lease. If your meeting has remote participants, test the videoconferencing. Double-checking these will help you be ready for anything and prevent technical issues from sabotaging your meeting.
Not Considering the Ambiance
The environment of the room also has a huge factor on how you conduct your meeting. Dark, dim, or uncomfortable rooms don’t help people concentrate and participate. With plenty of natural light, a comfy atmosphere and the ideal inspiration for a brainstorm!
You’ll also need to think through the design and layout of the room. A messy, unkempt space leaves a poor impression, particularly if you’re meeting with clients or senior execs. Select a space that provides a professional, neat, and well-ordered working environment to facilitate productivity and concentration. Get details about Interview Office Spaces for Rent in Dubai
Forgetting About Accessibility and Parking
If you’re in a high-traffic area, make sure that the location provides ample parking, or is near public transportation. You should check to see if there is enough parking, and if it is easy to get to by public transport otherwise you may end up with half an audience or a line of late guests. As an example, a meeting in a downtown business area where there is poor or no parking, it could lead to delays and aggravation.
You may even look for whether the place is perhaps disabled friendly, having ramps or elevators. It should also always be accessible, so that no-one has a reason to not attend.
Not Clarifying Cancellation Policies
Cancellation terms are often forgotten when you rent a meeting room but will cushion you from being hit with unexpected expenses. Some establishments have stringent cancellation requirements, or even add charges if you want to change the booking last minute. Before you sign off on your booking, make sure you know what the venue’s cancellation policy is, as well any penalties for rescheduling.
This can help you plan ahead, especially if a meeting time changes at the last moment. Read the fine print to avoid surprises.
Not Considering Refreshment Options
Icy beverages can be a boon for conference rooms that feature extended periods of time with people who need sustenance to remain engaged and alert. Depending on which playlist is being selected, some venues cater your food for you, and some may not. Ask if coffee, tea or refreshment will be served to your guests before booking a room.
They also thing to ask if you are going to have small short meetings/seminars is if you want more than coffee/tea from the caterer. Neglecting to do so can result in an awkward or less fruitful meeting.
Rent a Meeting Room Without Making Common Mistakes
Hiring a meeting room could seem very straightforward but you can avoid the mistakes that so many companies make by trying to predict your needs and choosing according to them. Specify your needs Analyze the venue Check the equipment Find out the rules You’re on your way to setting the stage for a productive business event. Do some research and prepare beforehand and then you’ll be ready for a productive and professional meeting.
FAQ
Take in to account location, staffing needs, size of the room and length of the meeting to ensure a good fit.
Verify the venue has ample parking and easy public transportation access and is handicap accessible.
For the most part, rooms are unfurnished, have Wi-Fi, and presentation tools; services like catering can be added on.
And always ask about cancellation policies and added fees for overtime or specialty equipment before you book.
When booking, ensure to have the equipment (such as projectors and videoconferencing equipment) that you need to have the use of.
