How to choose a suitable meeting room?
How to choose a suitable meeting room?
How to choose a suitable meeting room?
Creation date: 4 months ago
Last update: 3 days ago
Time to read: 7 minute
Creation date: 4 months ago Last update: 3 days ago Time to read: 7 minute
Creation date: 4 months ago Last update: 3 days ago Time to read: 7 minute
Titles Contents:
How to choose a suitable meeting room?
- Introduction
- Factors to consider when looking for a meeting room for rent.
- Meeting room location
- Features
- Flexibility of the meeting room space
- look for an affordable meeting room space for rent
- Private working space
- Meals and refreshments
- Proper lighting and ventilation
- Reliable internet connection
- 5 steps on how to book a meeting room
- iHiT meeting rooms spaces
- iHiT Conference room
- How to reach us
1. Introduction
An introduction to choosing a suitable meeting room
Business meetings are an important part of any company since they help keep operations running and maintaining accountability. Part of holding a good meeting that is beneficial to the company, is considering, regular company meetings to help improve company communication and problem-solving skills. Meetings also provide a sense of relationship building since they encourage team efforts in projects and this can improve the team’s dynamics and in turn improve productivity within the company.
For some companies that do not own private office spaces to hold their meetings and do business from, they would most likely need to take up a meeting room space for rent to hold their meetings. When looking for a meeting room space, there are a few points to consider and, in this article, you will get acquainted with key factors to consider when choosing the best meeting room space for hire.
2. Factors to consider when looking for a meeting room for rent.
Factors to consider when looking for a meeting room for rent.
2.1. Meeting room location
When looking for a meeting room for rent, the location should be easily accessible to the members both via public means or if they use uber. The closest meeting rooms space may not be the best option for you, but the rental meeting room you choose should be easy to locate and should be situated at a convenient location in terms of the surroundings. The meeting room space for rent should at least be located near facilities like, restaurants, gas stations, malls or other company buildings. The best meeting room spaces are usually found in a busy environment.
2.2. Features
When choosing a meeting room space for hire, one of the most important factors is ensuring that your team will be able to hold the meeting in comfort and have all the necessary features or tools to allow the meeting to run smoothly. The meeting room spaces for rent should be fully equipped. The meeting room spaces should also well ventilated and have privacy to ensure that your meetings remain private and undisrupted.
2.3. Flexibility of the meeting room space
For some meetings you may need to look for a meeting room that is spacious and has enough room to be flexible in terms of room set-up. Different types of meetings require different layouts like having a board meeting you may need to have a boardroom set-up, in the event it is a workshop, you may need a different set-up for that as well. The rental meeting room space you want to choose should allow you to do this
2.4. look for an affordable meeting room space for rent
One of the most important issues in choosing a meeting room is the price. Hiring a hotel for your meetings and seminars may be an expensive decision when looking for an affordable meeting room venue. You may need to be wise about choosing a hotel to hold a meeting since it is not in your best interest. The cost of getting a meeting room space for rent in hotels as compared to Innovation Centres and Shared Workspaces which also provide meeting room spaces, could end up costing you much more.
2.5. Private working space
It has proven almost impossible to hold an important work session or getting a project done that requires high concentration in a crowded restaurant, or coffee shop. These spaces are not a good place to hold your team’s performance analysis meetings or client meetings since they considered public spaces. When looking for a meeting room for rent, in addition to the private space it provides, should not distract you from getting your work done and should be well equipped to prevent noise pollution from outside the room.
2.6. Meals and refreshments
If you are planning to host a company meeting, meals are a very important part of planning and making sure the meeting runs smoothly, there is nothing worse than trying to focus on an empty stomach, therefore, a key factor to consider when looking to get a meeting room for rent is to look for a space with a coffee shop or restaurant, where catering services can be offered this saves you a lot of time and money.
2.7. Proper lighting and ventilation
Meeting rooms spaces with proper lighting have a way of improving the mood in the room. The meeting room you choose to hire for your team should be well ventilated as well to keep the space fresh. Most meeting room spaces for rent that are fitted with ventilation and well well-lit, tend to attract the most clients.
2.8. Reliable internet connection
You can rent the best meeting room space in town, but when your online presentation keeps buffering in front of clients, then that’s a big problem. When looking to get a rental meeting room space it is important that you find a space that guarantees a strong, reliable, and secure internet connection plus high-speed internet. It is advisable that you visit the space and try the internet connection on your device before the meeting to avoid any connectivity issues.
3. 5 steps on how to book a meeting room
5 steps on how to book a meeting room
Looking for a meeting room for rent is not meant to be tasking as long as you know exactly what you are looking for and your main priorities. Finding a place to hold your meetings will be an easy task. We will dive into the steps needed to take when finding the best meeting rooms space for your meeting.
1. Determine the purpose of your meeting.
When planning a meeting, you need to confirm the details of the members attending as well as the meeting details. These could vary from:
- Capacity
- Time allocated to the meeting
- Facilities needed
2. Have a budget
Set a budget for hiring the meeting room and put into consideration the extra services you will need like the meals, stationery and parking fee in case it is not complimentary. It is also important that you do your research and compare prices from various rental meeting room spaces. You need to check for affordable meeting rooms depending on the details of the meeting and the capacity you will be hosting.
3. Research on the best meeting room space for rent
After you have considered your budget and members details shortlist your search and confirm availability according to your priorities. It is important to call the spaces and schedule a tour of the spaces to see the rental meeting room and do any checks you may need to do before the meeting.
4. Confirm the booking and make reservations.
Once you have settled on the best meeting room space, the most important step of having a good meeting is ensuring that you confirm the booking and make the payment for the space early to prevent inconveniences. This is part of preparing for the meeting in advance.
5. Prepare for the meeting.
Ensure that you are prepared for the meeting in terms of organising logistics for the members as well as confirming the time and address of the meeting, you need to have tested the equipment in the meeting room and get assistance in setting up where need be.
4. iHiT meeting rooms spaces
iHiT meeting rooms spaces
IHiT has elegant meeting room /board room that has a capacity of as small as 2 people up to 4 people. IHiT’s meeting room spaces host a couple of events ranging from:
- Coaching sessions
- Interview
- Focus groups
- Individual meetings
The rooms are normally fitted with soundproofing material and are well ventilated for proper air circulation. The rental meeting rooms come with a smart tv screen for sharing presentations and is HDMI enables to hold virtual meetings and a white board. iHiT meeting room rates are also affordable and easy to access.
5. iHiT Conference room
iHiT Conference room
Also known as the auditorium or the training room the conference room space has a capacity of as small as 5 people and a maximum capacity of up to 100 people. The main difference between the conference room and the meeting room is that the conference room space rates vary according to the capacity. IHiT has both indoor and outdoor options to choose from depending on the nature of your event and the set-up desired. IHiT conference room spaces are spacious and give allowance to changing the layout as per your event or meeting
6. How to reach us.
How to reach us
iHiT is located in a serene environment within Kilimani that is perfect for all your meetings and training needs. Call us today to book a meeting room space or to arrange for a tour of our conference facilities.
Titles Contents:
- Introduction
- Factors to consider when looking for a meeting room for rent.
- Meeting room location
- Features
- Flexibility of the meeting room space
- look for an affordable meeting room space for rent
- Private working space
- Meals and refreshments
- Proper lighting and ventilation
- Reliable internet connection
- 5 steps on how to book a meeting room
- iHiT meeting rooms spaces
- iHiT Conference room
- How to reach us
How to choose a suitable meeting room?
1. Introduction
An introduction to choosing a suitable meeting room
Business meetings are an important part of any company since they help keep operations running and maintaining accountability. Part of holding a good meeting that is beneficial to the company, is considering, regular company meetings to help improve company communication and problem-solving skills. Meetings also provide a sense of relationship building since they encourage team efforts in projects and this can improve the team’s dynamics and in turn improve productivity within the company.
For some companies that do not own private office spaces to hold their meetings and do business from, they would most likely need to take up a meeting room space for rent to hold their meetings. When looking for a meeting room space, there are a few points to consider and, in this article, you will get acquainted with key factors to consider when choosing the best meeting room space for hire.
2. Factors to consider when looking for a meeting room for rent.
Factors to consider when looking for a meeting room for rent.
2.1. Meeting room location
When looking for a meeting room for rent, the location should be easily accessible to the members both via public means or if they use uber. The closest meeting rooms space may not be the best option for you, but the rental meeting room you choose should be easy to locate and should be situated at a convenient location in terms of the surroundings. The meeting room space for rent should at least be located near facilities like, restaurants, gas stations, malls or other company buildings. The best meeting room spaces are usually found in a busy environment.
2.2. Features
When choosing a meeting room space for hire, one of the most important factors is ensuring that your team will be able to hold the meeting in comfort and have all the necessary features or tools to allow the meeting to run smoothly. The meeting room spaces for rent should be fully equipped. The meeting room spaces should also well ventilated and have privacy to ensure that your meetings remain private and undisrupted.
2.3. Flexibility of the meeting room space
For some meetings you may need to look for a meeting room that is spacious and has enough room to be flexible in terms of room set-up. Different types of meetings require different layouts like having a board meeting you may need to have a boardroom set-up, in the event it is a workshop, you may need a different set-up for that as well. The rental meeting room space you want to choose should allow you to do this
2.4. look for an affordable meeting room space for rent
One of the most important issues in choosing a meeting room is the price. Hiring a hotel for your meetings and seminars may be an expensive decision when looking for an affordable meeting room venue. You may need to be wise about choosing a hotel to hold a meeting since it is not in your best interest. The cost of getting a meeting room space for rent in hotels as compared to Innovation Centres and Shared Workspaces which also provide meeting room spaces, could end up costing you much more.
2.5. Private working space
It has proven almost impossible to hold an important work session or getting a project done that requires high concentration in a crowded restaurant, or coffee shop. These spaces are not a good place to hold your team’s performance analysis meetings or client meetings since they considered public spaces. When looking for a meeting room for rent, in addition to the private space it provides, should not distract you from getting your work done and should be well equipped to prevent noise pollution from outside the room.
2.6. Meals and refreshments
If you are planning to host a company meeting, meals are a very important part of planning and making sure the meeting runs smoothly, there is nothing worse than trying to focus on an empty stomach, therefore, a key factor to consider when looking to get a meeting room for rent is to look for a space with a coffee shop or restaurant, where catering services can be offered this saves you a lot of time and money.
2.7. Proper lighting and ventilation
Meeting rooms spaces with proper lighting have a way of improving the mood in the room. The meeting room you choose to hire for your team should be well ventilated as well to keep the space fresh. Most meeting room spaces for rent that are fitted with ventilation and well well-lit, tend to attract the most clients.
2.8. Reliable internet connection
You can rent the best meeting room space in town, but when your online presentation keeps buffering in front of clients, then that’s a big problem. When looking to get a rental meeting room space it is important that you find a space that guarantees a strong, reliable, and secure internet connection plus high-speed internet. It is advisable that you visit the space and try the internet connection on your device before the meeting to avoid any connectivity issues.
3. 5 steps on how to book a meeting room
5 steps on how to book a meeting room
Looking for a meeting room for rent is not meant to be tasking as long as you know exactly what you are looking for and your main priorities. Finding a place to hold your meetings will be an easy task. We will dive into the steps needed to take when finding the best meeting rooms space for your meeting.
1. Determine the purpose of your meeting.
When planning a meeting, you need to confirm the details of the members attending as well as the meeting details. These could vary from:
- Capacity
- Time allocated to the meeting
- Facilities needed
2. Have a budget
Set a budget for hiring the meeting room and put into consideration the extra services you will need like the meals, stationery and parking fee in case it is not complimentary. It is also important that you do your research and compare prices from various rental meeting room spaces. You need to check for affordable meeting rooms depending on the details of the meeting and the capacity you will be hosting.
3. Research on the best meeting room space for rent
After you have considered your budget and members details shortlist your search and confirm availability according to your priorities. It is important to call the spaces and schedule a tour of the spaces to see the rental meeting room and do any checks you may need to do before the meeting.
4. Confirm the booking and make reservations.
Once you have settled on the best meeting room space, the most important step of having a good meeting is ensuring that you confirm the booking and make the payment for the space early to prevent inconveniences. This is part of preparing for the meeting in advance.
5. Prepare for the meeting.
Ensure that you are prepared for the meeting in terms of organising logistics for the members as well as confirming the time and address of the meeting, you need to have tested the equipment in the meeting room and get assistance in setting up where need be.
4. iHiT meeting rooms spaces
iHiT meeting rooms spaces
IHiT has elegant meeting room /board room that has a capacity of as small as 2 people up to 4 people. IHiT’s meeting room spaces host a couple of events ranging from:
- Coaching sessions
- Interview
- Focus groups
- Individual meetings
The rooms are normally fitted with soundproofing material and are well ventilated for proper air circulation. The rental meeting rooms come with a smart tv screen for sharing presentations and is HDMI enables to hold virtual meetings and a white board. iHiT meeting room rates are also affordable and easy to access.
5. iHiT Conference room
Also known as the auditorium or the training room the conference room space has a capacity of as small as 5 people and a maximum capacity of up to 100 people. The main difference between the conference room and the meeting room is that the conference room space rates vary according to the capacity. IHiT has both indoor and outdoor options to choose from depending on the nature of your event and the set-up desired. IHiT conference room spaces are spacious and give allowance to changing the layout as per your event or meeting
iHiT Conference room
6. How to reach us.
How to reach us
iHiT is located in a serene environment within Kilimani that is perfect for all your meetings and training needs. Call us today to book a meeting room space or to arrange for a tour of our conference facilities.