{"id":7482,"date":"2020-06-19T14:13:13","date_gmt":"2020-06-19T14:13:13","guid":{"rendered":"https:\/\/live-alliance-virtual-office-blog.pantheonsite.io\/?p=7482"},"modified":"2026-04-14T12:07:37","modified_gmt":"2026-04-14T16:07:37","slug":"hourly-meeting-room-rental-checklist","status":"publish","type":"post","link":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/hourly-meeting-room-rental-checklist\/","title":{"rendered":"5 Step Meeting Room Rental Checklist"},"content":{"rendered":"\n
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There are times when booking an offsite meeting room<\/a> is necessary. <\/p>\n\n\n\n

Perhaps you\u2019ve got a private office in a coworking<\/a> space and both shared meeting rooms are booked for the time and day that you need them. <\/p>\n\n\n\n

But even if that\u2019s not the case, there are many other reasons why hosting your meeting elsewhere can be a great idea. <\/p>\n\n\n\n

A simple change of scenery<\/a> can work wonders for morale. <\/p>\n\n\n\n

Being in a new environment can help stimulate creative conversations and inspire new ideas. <\/p>\n\n\n\n

If you\u2019re planning to discuss sensitive issues like performance and salary in your meeting, hosting it offsite can help both parties relax and open up. In fact, holding meetings offsite has become a popular workplace trend<\/a> in recent years.<\/p>\n\n\n\n

Hosting a meeting in a venue with five star amenities can also make your employees (or clients) feel valued. <\/p>\n\n\n\n

Finally, in knowing that you\u2019ve got the extra mile to choose somewhere perfect, attendees are more likely to be on their best form. <\/p>\n\n\n\n

Benefits aside, how do you go about choosing an offsite meeting room? <\/p>\n\n\n\n

It’s simple really \u2013 the first thing you should do is outline your requirements.<\/p>\n\n\n\n

The 5 Step Meeting Room Rental Checklist<\/h2>\n\n\n
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1. Agree on a budget<\/strong><\/h3>\n\n\n\n

Meeting rooms are usually priced on an hourly rate. <\/p>\n\n\n\n

The cost depends on a number of factors, including location (how prestigious the area is \/ the number of nearby transport links), size, amenities included and the overall quality of the space.<\/p>\n\n\n\n

Although it\u2019s more expensive than hosting a meeting onsite<\/a>, you can see it as an investment. <\/p>\n\n\n\n

Choosing an offsite meeting venue<\/a> can help you keep your team motivated and can also contribute to the success of a client meeting. <\/p>\n\n\n\n

As well as the price of the meeting room hire, remember to factor in travel expenses and catering too. <\/p>\n\n\n\n

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2. Consider the purpose<\/strong><\/h3>\n\n\n\n

What you hope to achieve should inform the type of meeting space <\/a>you choose. <\/p>\n\n\n\n

For instance, if you\u2019re hosting a performance review you might decide to pick somewhere that has lots of natural light and relaxed furnishings  \u2013  an environment that will help attendees feel comfortable. <\/p>\n\n\n\n

For that first client meeting, you might choose a venue with a \u201cprofessional\u201d or \u201ccorporate\u201d feel. <\/p>\n\n\n\n

On the other hand, if you\u2019re hosting a brainstorming session and want to get everyone collaborating, somewhere fun, bright and lively with breakout spaces might be more fitting. <\/p>\n\n\n\n

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3. Choose the right location<\/strong><\/h3>\n\n\n\n

This one\u2019s a biggie. <\/p>\n\n\n\n

Consider where attendees will be commuting from. <\/p>\n\n\n\n

To some extent this will determine the timing of your meeting; if people will have to travel far then opt for a slightly later start time to ensure everyone arrives relatively fresh and with a positive mindset. <\/p>\n\n\n\n

Research the closest transport links and check for onsite parking. <\/p>\n\n\n\n

You can always use maps to look up each person\u2019s commute and share the details with them ahead of time. <\/p>\n\n\n\n

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4. List the equipment you need<\/strong><\/h3>\n\n\n\n

Your offsite meeting room should be functional as well as inspiring. <\/p>\n\n\n\n

Make a list of all the equipment and technology you will need for your meeting, from small items like adapters to large ones like projectors. <\/p>\n\n\n\n

Fortunately, most meeting rooms are fitted out with WiFi and technology these days \u2013 you\u2019ll be able to see what\u2019s included when you book a space. <\/p>\n\n\n\n

Some amenities are included in the booking price whereas others may come at an additional cost. <\/p>\n\n\n\n

Look out for the following:<\/p>\n\n\n\n