When it comes to choosing meeting room venues, it’s important to take your time and consider all the details because it lays the foundation of your meeting’s success. You may be asking what a meeting space rental is? We’re glad you asked. It’s a facility that is primarily used to host gatherings and conventions of people, usually within a specific company or industry. 

Choosing a Venue for a Meeting

1. Guest List and Capacity

When looking at meeting space rental, you will want to consider the guest list and capacity of the space. Is this going to be a very large event, where you host quite a few people? Or a smaller, more intimate event? This could be the difference between a meeting room and a conference room, so it’s important to consider the guest list and the type of space you will need. If you’re looking for a conference venue in Los Angeles, we at Ovation Square have the perfect space. We have a large open-style ballroom in the center, with many breakout rooms and spaces, perfect venues for hosting any meeting or conference.

2. Location

Next, you will want to consider location. Location is key because you don’t want to make the journey for your guests to get to the meeting difficult, you want to make it as easy as possible for them. Think about logistics such as airports and public transportation for guests who will be traveling, and for local guests, considering hotel parking or public parking lots is ideal. You could always have a pickup option as well, where they can take a shuttle that is already coordinated for them ahead of time.

3. Additional Amenities and Accommodations

When people come for a meeting or conference, you will want to consider additional amenities and accommodations, so guests are comfortable and entertained. Are there things to do around the hotel they will be staying at? Does the hotel have a pool where guests can relax? A lot of times the hotels will also have connections with businesses and attractions in the area, so they can be a great reference when it comes to keeping guests entertained beyond the meeting itself.

4. Tech Setup

One of the most crucial meeting room facilities is the tech setup. Ensuring you have high functioning equipment will make or break your event. Create a list ahead of time of what you will need, so when you coordinate with the venue, they can make sure they have everything you will need for the day. Decent Wi-Fi is a must nowadays, not only for your presentations, but to make sure guests can stay connected on their devices throughout the day also. Any type of projectors or microphones you may need is also important to make sure the venue has the right equipment for your meeting’s needs.

5. Catering

You can’t host a meeting without feeding your guests throughout the day. Most venues have catering options or a partner they work with and oftentimes, it’s as simple as choosing from a pre-existing menu. You will want to consider the timing of your meeting and what kind of food guests will want. If your meeting starts early, breakfast options and coffee are crucial. If it is an afternoon and evening meeting, consider different types of lunch and dinner options. You will also want to consider food allergies and different options, so everyone has something to choose from. The last thing you want is guests paying attention to how hungry they are, rather than the meeting itself.

6. Branding

Finally, you will want to consider branding. The venue you choose will be a reflection of your brand, and beyond the venue, you will want to consider what other visual elements you will have to help enhance your branding. Will you have handouts that are branded with your logo such as pens and notepads? Will you have banners and posters throughout the venue that visually represent your brand? These are important factors to consider so guests remember you once the meeting is over.

We hope these tips helped give you a jumping off point beyond searching “meeting rooms near me.” At Ovation Square, we are always more than happy to help you plan your meeting or conference and we have the perfect space to do so.

Frequently Asked Questions

Q: What if I don’t know what to do for branding?
A: You can always seek help from various teams such as your internal marketing team, the venue itself or an event planner.

Q: If I don’t know exactly what I need for tech setup, will a team be able to help me?
A: Yes. If you can inform the venue of the different activities and presentations that will be taking place, they can help ensure you have the right equipment.

Q: If the meeting isn’t in the best location, how do you suggest I solve the problem?
A: The easiest way would be to provide transportation and coordinate a pickup spot for guests so they don’t have to worry about it.