7 Factors to Consider in Conference and Meeting Room Hire

Is the room neat and clean? If this facility is being used to make an impression on the customer, the impression should be neat, crisp, and otherwise indicate quality. If the rented meeting room or conference location is dingy or messy, potential customers will question the quality of your product or of you personally. Is the location easy to reach? Is there adequate parking when they arrive? If the other party cannot find it or cannot locate parking, they may be late. Even if they arrive, any delays can start off their first impression negatively. Is the conference or meeting room that you hired convenient for the other party to reach? If your choice is based on your convenience instead of the customer's, they may question whether you are actually concerned about their needs instead of your own sales quota. Is the conference room or meeting room comfortably sized? If the space is too small for the group, they will be uncomfortable and be left with a negative view of your choices. A ball room rented for a small presentation indicates poor forethought. Is the location appropriate for the type of gathering? Renting a conference room at a business center is standard practice. Meeting at a resort for a business conference is acceptable to nearly everyone. However, renting a meeting room at a house turned co-working location, using someone's personal office or renting a meeting space at bed and breakfast may leave the wrong impression, even if the meeting is one on one or only a handful of people. Does the meeting room or conference room have adequate internet access and cell phone coverage? Even if the sales presentation does not require internet access, other visitors may need it. A meeting may be held with the condition that parties don't bring cell phones in that could interrupt, but cell phone coverage may be the key to them finding the location via cell phone GPS and map software. The ability to step out and call the office may also be critical to making a business connection. What other distractions are going on while your meeting takes place? Several small but simultaneous gatherings at facility will not be a problem if adequate signage of where to go is provided. However, a small business meeting next to a boisterous party or large comic convention will take away from your own message.

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