Meeting Room Rentals: 7 Must-Haves For A Successful Meeting

Meeting Room Rentals: 7 Must-Haves For A Successful Meeting | Davinci Virtual

It has been said time and time again: you never get a second chance to make a first impression. And it’s true. The way you present yourself to others can leave a lasting mark, and it often frames the development of your relationship. In the business world, prospects need to be impressed in order to convert into customers. It’s important to keep these seven tips in mind next time you’re booking a meeting room rental for current and potential client conferences.

1. Cost

Cost is perhaps the most important thing to take into account when you’re booking a meeting rental. Staying on budget is crucial, especially if you’re dealing with currency in countries around the globe. There’s no need to break the bank, there are plenty of great virtual office spaces that allow you to book meeting rooms instantly, and can help you stay budget conscious without sacrificing the other must-haves on your list.

2. Location

You’ve heard it a million times before: it’s all about location, location, location. The right location can make all the difference when it comes to a successful meeting. Finding a location that’s easily accessible, offers plenty of parking, and is near other conveniences can go a long way in impressing prospective clients and customers. There’s nothing worse than having prospects show up late or get lost on the way to the meeting. You might think it’s hard to find the perfect place in a central area, but there are numerous meeting room booking systems that simplify the process for you.

3. Internet/Wi-Fi Capabilities

Picture this, you’re in the middle of your great presentation, when all the sudden a page you’re referring to won’t load. Everyone wants a flawless presentation, especially when trying to persuade an audience. An Internet glitch or slow Wi-Fi can be disruptive and look unprofessional. It’s absolutely critical to book a meeting room that has all the Internet capabilities and Wi-Fi capacity that you’ll need.

4. Layout/Space

The meeting room setup matters more than you may think. You wouldn’t want your clients or prospects stretching their necks around an awkwardly placed column to try and see what you’re presenting. Equally important is the size of the actual room; after all, you want everyone to fit comfortably in the space. When deciding on a meeting space, make sure that each table or area has clear visibility all around and that lighting won’t be an issue. Thinking ahead about lighting, layout, and temperature issues can make all the difference.

5. Rental Time

So there you are, having a great conversation with your clients, when all the sudden your rental time is up. What do you do? Don’t find yourself in this predicament. When deciding on meeting room rentals, make sure that they offer extended hour access. Keep the momentum of a great conversation going even if a meeting runs over time.

6. Essential Items

Ensure that your conference room is well stocked: from pens, pencils, notepads, to water bottles. You don’t want your clients or prospects feeling like they’re in need of anything you didn’t provide. This will make the meeting go smoothly and ensure your guests feel more comfortable. You’ll also want to consider the audio and video capabilities for off-site conferencing. A well-stocked conference room shows that you’ve thought about the details, which makes you look credible and capable. The last thing you want is for your clients or prospects to be searching for a pen and pad to take notes.

7. Catering

Whether you’re planning an early morning or lunch conference, chances are your clients and prospects will need refreshments and a bite to eat. Having breakfast or lunch options available lets them know that you’re thoughtful about their needs. Even a cup of coffee can make a big difference and will keep clients and prospects focused on your presentation!

Keep these seven tips in mind next time you’re booking a meeting room and your conference is sure to be a success. You can find the perfect meeting room to rent for your client meetings with Davinci Virtual today. You invest a lot to keep your business running, and this is an easy and effective way to differentiate yourself from your competitors.

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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