How to find the right meeting space to impress a client

A large meeting space with a conference room table and chairs.

What is the first impression clients get when they arrive at your meeting space? Are they warmly received and comfortable, or do they find it disagreeable or even offensive? 

It isn’t a thought that many of us consider very often, but the answer could mean the difference between gaining a great potential client’s business or losing it forever. Meeting spaces are important, so it’s crucial that you find an environment that suits your business’s needs and makes a good impression on your clients.

To impress a client with a meeting space, create a meeting room checklist and consider the following:

Convenient and professional location

The first thing you should consider when choosing a meeting space is its location. Is it easy to get to? What message does this particular location send? If a client has a hard time getting to your meeting, chances are they will hardly be in the proper mood in which to do business.

The feel of your chosen location’s environment can have a big impact on the image you are projecting. A meeting space tucked into the suburbs might communicate friendliness and folksy comfort, but it won’t project professionalism. To let your client know you are serious and professional prior to meeting, make sure your meeting space is located in a serious and professional setting, like a major city or a key business center.

Clean and beautiful space

The next thing to consider is whether your meeting space is not only clean and impeccable, but also aesthetically pleasing. Nothing will turn off a potential client faster than a run-down or dirty space. Before meeting, make sure the space is spotless, odorless, well-lit, and well-decorated.

According to an article featured in the Wall Street Journal, the right office decor “can spur creativity and focus attention…even wall colors can make a big difference.” And when so much of our lives are spent in the workplace, it’s important to set up a space that will calm and inspire, not only for us, but for our clients as well.

Lobby greeters

So, your meeting space is located in a large, professional business center. But does your client know how to find you once they arrive? 

As a precaution, it’s nice to have a lobby greeter to welcome your client to the office, direct them to you, or provide any other assistance. It’s not a luxury many office spaces have, but it can make all the difference when it comes to making a great first impression.

Modern technology 

Nothing “wows” clients more than the latest technology, so it is critical that you incorporate high-tech tools in your meeting space where you can.

If you will be videoconferencing or displaying a presentation to your client, be sure that you have access to the latest presentation tools like smart boards, LCD projectors, plasma screens, and high speed Internet to improve your overall meeting experience. Your client will appreciate the quality of your presentation. 

Business services

What if your client needs a copy of something, or even a transcription of your meeting? Your meeting space should be prepared to meet any number of yours or your client’s needs.

Choosing a space with a business service facility gives you a competitive advantage that is sure to impress your client. Services should include secretarial services, copying and color printing, notary services, and office supplies. 

With these amenities, your client will be pleasantly surprised and more inclined to accept your business, so consider these five important features as you plan your next client meeting. If your office doesn’t have a meeting space with these features, like many small businesses, you may use conference room rentals as an alternative.

Not sure where to find a meeting space with all these features? Find everything you need to impress a client and more by renting your next meeting space with Davinci.

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Coco Quillen

Coco Quillen

Coco is the Vice President of Operations at Davinci Meeting Rooms. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of. Google