December 6, 2018

10 Questions to Consider Before Choosing a Conference Room for Rent

By: Colleen Jilio-Ryan | Posted in: Conference Room

conference room for rent

When you are looking for a conference room to rent, you need to have some specific information first. The following 10 questions will ensure that you choose the most suitable conference room for rent.

  1. Is a lodging facility available?
    If your conference needs lodging accommodations for those coming from out of town, you may have to find a conference room or venue that is part of a hotel or has lodging options nearby.

  2. Is the conference room easily accessible?
    Make sure the conference room is easily accessed from highways, airports, or other means of public transportation.

  3. Can you reserve it for the dates you need?
    Schedule far ahead so that the venue will be available for the dates and time you need it.

  4. Is the conference room big enough?
    Make sure to reserve a room that has enough space to meet all of your needs. For example, addressing a large group or needing to set up desks for depositions.

  5. Is the venue’s atmosphere right?
    Look for a venue or conference room that has the right atmosphere. You will want a professional, yet comfortable environment to ensure your guests are comfortable and at ease.

  6. Will you have access to the required amenities?
    Depending on the size of your event, you may need additional meeting rooms, a ballroom, theatre, or space to set up exhibits. It’s also beneficial to have a small cafe or lounge nearby.

  7. Will business and technical needs be accommodated?
    It’s important to have access to the internet, computers, audio/visual equipment and other office features like faxing and printing. This allows attendees to continue to work while they are away from their office.

  8. Is catering facility available?
    Ask if the venue has the facility of catering lunch or having food prepared or delivered. This allows the attendees to have lunch without leaving.

  9. Are any complimentary gifts offered?
    Many venues offer small, complimentary gifts like pens, stationary, beverage service, and airport shuttle buses.

  10. What is the cost of the venue?
    Always ask the price of the venue up front and find out what perks are available.
    Gathering this information will help you choose the right conference room for rent and may also save you money in the process.

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