renting a meeting room

7 important reasons to rent a meeting room in Nairobi

Renting a meeting room is the first challenge for your meetings. You are probably looking for a suitable place for your meetings. In your business, you have meetings with customers, employees, team members, and partners that are of great importance. As the meeting host, you want everything to go well. One of the most basic factors in holding a good meeting is the meeting room.

renting a meeting room
rent a meeting room

It is possible to hold a meeting in your office, restaurant, coffee shop, and hotel lobby, but it will not be the result you want. Our proposal for the meeting space is a meeting room equipped with good facilities and at a reasonable cost. In this blog, we are going to explain 7 reasons for renting a meeting room that will help you hold a meeting of high quality.

related post: How to choose a suitable meeting room?

Rent a meeting room or conference room is affordable

Renting a conference and meeting room for your meetings provides you with facilities that are affordable according to their price. Finding a meeting room at the right price will help you cut costs. It will also help you in terms of time. Because you don’t need to spend your time preparing the meeting room before the meeting. A fully equipped meeting room is ready to hold the meeting and you don’t need to worry about anything.

You probably need tools such as a video projector or whiteboard for your meeting. Buying this equipment is not economical and will force you to pay a lot of money. But by renting a conference room, you will have access to all the equipment you want.

Meeting room rental is flexible

If you rent a meeting room allows you to customize it according to your needs. One of the most important factors in choosing a meeting room is its flexibility. Many people do not consider this point and face challenges. For example, we may want to change the arrangement of the table and chairs. The high flexibility of the meeting room reduces your worries and you can proceed with the meeting well.

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rent a meeting room

A meeting room is equipped with everything you need

Whiteboard, video projector, TV, printing and scanning services, internet, catering services, paper, and pens are all the facilities that you will have access to by renting meeting rooms and conference rooms. It will be expensive for you to get this equipment and it is not economical. But by renting a meeting room at a reasonable price, you will reduce your expenses.

All these facilities are provided for customer satisfaction. A well-equipped meeting room will help you focus on more important issues such as the content of the meeting and give you peace of mind about the meeting room. The money you spend on renting a conference room gives you more focus so that you don’t get caught up in minor issues.

Guests will be warmly welcomed

The initial contact between you and your guests is very important and has an impact on their minds. The guests see the meeting room before starting the meeting and hear its content, and if we do not provide a warm environment for them, it will hurt the meeting. A clean and tidy space affects the customer’s opinion.

A low-quality meeting room can make the meeting not go well for you either. Before choosing a meeting room, imagine that you have entered it as a guest. Has the host prepared a good environment for you? Now you can make better decisions to be a good host for your guests.

Focus more easily in the meeting room

In the blogs we have published so far, we have repeatedly mentioned the importance of concentration. Lack of focus hurts the meeting. The meeting environment should allow all participants to focus. You as the host and your guests must be focused enough to make the meeting go well.

Lack of focus prolongs the meeting because an unfocused mind cannot make decisions. The meeting room and conference room are a quiet and peaceful environment that helps you focus.

Meeting in a professional space helps your image

How would you like to be in the minds of your customers? Professional or amateur? When you invite a guest to a meeting and prepare a professional meeting room for him, you have improved your position in the mind of your guest. Especially if you don’t know each other before and this is your first meeting, it will have a great impact on him.

Choosing a meeting room may not seem so important, but an inappropriate space for the meeting can ruin your image in the mind of your guests, and you will not get a favorable result.

Meeting room rentals are available everywhere

Don’t worry about hiring a meeting room. You can find meeting rooms with sufficient facilities and affordable prices by checking innovation centers, hotels, conference centers, co-working spaces, and business centers.

Meeting room rental space Nairobi

Also, if you are a resident of the city of Nairobi and looking for a meeting room rental in Nairobi, you can call iHiT and make a reservation. iHiT is an innovation center in the Kilimani region that provides affordable meeting rooms and conference rooms. Contact us to rent a conference room in Kilimani.

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What is a meeting room? how to rent an affordable meeting room?

These days, holding business meetings with colleagues, potential customers and managers have become one of the business components. One of the important factors to consider in this is to rent an affordable meeting room.

renting an affordable meeting room can have a huge impact on the results of the meeting. Some companies have meeting rooms at their workplace, but some companies do not have meeting rooms and have to go outside to work.

In this blog, we are going to explain the benefits of a meeting room and also examine the process of renting an affordable meeting room. So if you have a lot of meetings, this blog can help you.

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iHiT affordable meeting room

What is a meeting room?

According to Wikipedia, a meeting room is a space that enables you to hold meetings or events. An affordable meeting room should have efficient equipment such as a TV or a projector, a whiteboard, and good internet.

You can have your meetings in a private office, coffee shop, restaurant, and Coworking space, but the best option to increase the efficiency of the meeting is a meeting room.

The meeting room is specially designed to hold meetings, it should be noted that not every room with a table, chairs and TV or projector is a meeting room. In the next section, we will look at other important factors in a meeting room.

What should be in an affordable meeting room?

A good meeting room should include the following factors:

1- Air conditioning

Be sure to check the air conditioning in the meeting room. The lack of fresh air in the meeting room makes you sleepy.

2. Adequate light

Having a window and natural light is a very important factor. Dark rooms with low light make the meeting less productive.

3. Electricity

Some meeting rooms do not have electricity to charge laptops and cell phones. Make sure there is an extension in the meeting room.

4. Calm environment

You need to be silent to hold a meeting. A noisy and crowded environment only distracts you and reduces the efficiency of your meeting.

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What are the benefits of a meeting room?

There are many benefits to having a meeting in a good meeting room. In this section, we will look at the benefits of a meeting room.

1. Private space

A sense of privacy should be present in the meeting room. You can not have a good meeting in a communal and busy space. So the private space of the meeting room will help you a lot.

2. Focus

A dedicated meeting space enhances your focus. You can speak more calmly and listen to others with concentration. Focusing is a big advantage that affects your work.

3. Impress the customer

In the initial encounter with your customers, impress them with the meeting room atmosphere. The professional atmosphere of the meeting room at first glance shows the importance of the meeting to your client.

4- Meeting room facilities

You need a high-quality screen when explaining a file. Equipment that helps you work better is a great advantage.

5. Services

When you rent an affordable meeting room, you have access to services that help you hold a meeting.

1-Internet

The first service required for a meeting room is high-speed internet access. Professional meeting rooms have high-speed Internet access and, in the event of an Internet outage, an alternative.

2-Parking

You can’t waste time looking for a place to park before your meeting. The availability of parking increases your comfort and this is an important advantage.

3. Scanning and printing

You need services such as printing and scanning your files. You can get these services without wasting time and at a lower cost.

4. Coffee shop and restaurant

You can order from coffee shops and restaurants to entertain your guests. You do not need to wait for the courier to order coffee or prepare food. Your order will reach you fresh and quality in the shortest time.

5. Productivity

Just as working in a shared workspace increases your productivity, meeting in a meeting room also increases the productivity of your meetings. Ultimately, the services you receive increase the productivity of your meetings.

The meeting room comes equipped with everything you need

As we explained, the meeting room is provided with all the facilities you need and helps you reduce costs. When you hire a meeting room, you feel comfortable that your meeting is going well. Of course, before renting an affordable meeting room, check all the factors we have described to meet the conditions, like meeting room Location.

What does iHiT affordable meeting room offer to you?

As an innovation center in Nairobi, iHiT has equipped a meeting room and a conference room for you. These rooms are provided with the following facilities:

The facilities within the packages:

  • Free internet
  • Parking is available
  • Whiteboard
  • TV & HDMI
  • Video projector

To book a meeting room & conference room you can contact us:

Mail: info@ihit.co.ke Phone & WhatsApp: +254786746476

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How to have a good meeting?

One of the features of businesses is meetings. These meetings, are of great importance and also can waste the participants time and end without positive results. The aim of meeting often is to solve existing or arising problems either internally or externally, thus if the meeting gives negative results the progress is also positive while if the results yielded are negative the problem tends to reoccur and thus little or no development is achieved.

 In this blog, we intend to provide solutions to make your meetings more productive, efficient and effective. These are the most common requirements for the basic meeting:

Do you have an AGENDA?

An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be acted upon.

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One of the issues that make meetings long and inefficient is the lack of an agenda. This is a very important requirement, what is the aim of the meeting? The purpose of the meeting should be clear , short and easy to comprehend for all parties present for the meeting.

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The agenda should be availed in advance to the people invited to the meeting either through emails, memos or faxes or even phones, this enables the parties to prepare for the meeting in advance. There are several benefits to writing an agenda, these are :

  • Everyone comes to the meeting ready and well informed of what is going to be discussed.
  • At the beginning of the meeting, there is no need to add additional explanations as to why the meeting was held. This will improve the time management for the meeting timeline.
  • By the close of the meeting the parties are aware of the result weather positive or negative thus determines the adjournment of the meeting and also helps determine a clear way forward to handing the situation at hand.
  • Writing an agenda lets the participants know how much time they have to spend on it. For example, if you do not know what you want to talk about, you cannot determine how long it will take. It is better to have completely clear topics to talk about all of them.

Prepare the meeting venue early

You need a quiet environment to hold your meetings that the meeting goes well. You should prepare the meeting room in advance in all respects. A good meeting room can help the quality of the meeting.

A meeting room or venue should have these features :

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  • A meeting room should have enough facilities. This means that it should include a screen, whiteboard, this is to enhance better presentations and brainstorming forum, comfortable chairs and private space. You may need a screen to present or a projector for better view of the presentations. So you should check your file in advance and make sure it is displayed. Or maybe You need a whiteboard to explain a subject, so you must have marker with you.
  • Meeting room location should be in an accessible location to all members. Never invite your team members to the furthest corner of the city for a one-hour meeting. Time is the most valuable asset.
  • Parking is one of the most important services for a meeting. You will not have time to go to the meeting place half an hour earlier and look for a parking space. A meeting venue should have enough parking if it’s away from the office.
  • Internet is very important tool for holding meetings that need to be virtual. Many meetings do not require internet and all members must be offline for the meeting to go well but we are in a digital era where meetings can be held from anywhere as long as there is the aspect of network, thus if you are in a situation where you have to hold a virtual meeting then internet should be a core requirement.
  • Focus is one of the most important factors in increasing efficiency. A poor meeting environment distracts you and thus reduces the efficiency of the meeting. For example, suppose in a meeting room, the voice of people comes out of the meeting room and you have to speak louder. It also disturbs the focus of other people and can make the meeting disruptive.
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Do not forget to manage the meeting.

Suppose you have a five-person meeting with your team members. A one-hour meeting should be worth 5 hours for you because in that one hour 5 of your employees could do more work this is possible since with one hour many goals can be achieved within a short period of time by brainstorming and contribution thus saving time and achieving more. This means that if you do not manage the meeting, you will lose.

Meeting management is divided into several sections:

  • Time management: The start and end time of the meeting must be specified. If we do not specify the end time of the meeting, the meeting may take a long time. Each person should also be given adequate time to speak. Sometimes one person’s speech is long and makes everyone tired. The moderator should manage the time and avoid prolonging it.
  • Content management: The meeting should proceed according to the agenda. We should not talk about topics that are not on the agenda unless asked to discuss in the time allocated for other topics. The ultimate goal of the meeting should be clear according to the agenda. If we do not avoid issues that may prolong the meeting, we will not achieve the desired result.
  • Emotion management: Sometimes, due to the issues raised in the meeting, our emotions cause us to react. For example, if a person disagrees with the decision of the members, he must explain it logically. But if he cannot manage his emotions and gets angry, it causes the meeting to be chaotic and not have a good result.
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The minutes are the final step to a good meeting.

At the end of the meeting, all that remains is the minutes. Everyone forgets the results of the meeting as soon as possible. They do not know what to do and what reports to prepare for the next meeting. In order for the results of the meeting to be documented, the minutes must be written.

The minutes of the meeting must include the names of the people present at the meeting. Also, all members present at the meeting must sign the minutes. A minutes should include all the issues that were raised and decided on in the meeting.

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In the case of a meeting, we must know exactly who, on what date, what to do. The minutes of the meeting are documents that can be referred to and cited in the future. This document is so important that it should be Write the beginning of the meeting carefully.

  • The minutes must be signed by all those present at the meeting or rather the chair of the meeting and the secretary who wrote the minutes and also additionally the seconded person that confirm the minutes are correct once read out in the next meeting.
  • The date of the meeting should be written. Also, the date of future actions of the meeting should be specified if discussed, so that it can be evaluated in the next meeting.
  • The minutes should be clear, easy to understand and straight to the point to all people. There should be no question about the outcome of the meeting unless the minutes are wrongly written.

You try to hold your meetings optimally. Because you save a lot of time and this will grow your business. When your competitors are wasting their time, you are the one who cleverly manages the meetings.

You go ahead and get better results. By implementing this content, you will be able to increase the efficiency of your meetings. As an innovation and technology center, we have prepared one of the above for your meetings. We can host your meetings for 2 to 50 people.

Our meeting rooms include screens, whiteboards, high speed internet, comfortable furniture and parking. Our center is located in the Kilimani area. Our meeting rooms are for weekly meetings You and your team are ready every month. Also, if you are planning to hold training meetings for your team, you can contact us to provide space for you to hold this event.

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MEETING ROOM

IHiT has an elegant meeting room /board room that is sound proof and suitable for a small board meeting carrying the capacity of up to 6 people. It coming with a smart screen for sharing content and presentations together with a High-Definition Multimedia Interface (HDMI cable) or in preference of a white board to scribble down illustrations. At a very friendly price (1000 Ksh) per hour you get to use the board room space.

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Conference room

It is also known as the auditorium or the training room that like the meeting room comes with a smart screen and a potable white board together with a HDMI cables to help with the presentation of the clients. Unlike the meeting room the auditorium the minimum capacity is 7 while the maximum is 50. The striking difference between the conference room and the meeting room is that the conference room charges vary according the number of the people, for example 6 to 10 people are charged 1500 per hour while 20 to 50 people are charged 3000 Ksh per hour.