Looking for an offsite meeting location for an upcoming client meeting or presentation? Getting a suitable room can be tricky. Although most people end up calling a hotel for a conference room, others take the co-working route.
Now, this concept is rather new in India. With so many coworking options available, finding the right one can be time-consuming and confusing. To make things easier, we’ve curated a list of important factors that you must bear in mind.
Without wasting any more time, let’s begin.
1. Meeting Room Ambiance
Not all conference rooms are built the same. Neither are all the types of meetings that you organize or host. Ideally, you will want a conference room that matches the agenda or nature of your meeting. For example:
If you have a meeting with a client or prospect, you’d want to want to select a room that displays professionalism. However, if it’s a workshop, you would want to go with a flexible space that also offers catering services.
Is it a presentation specific meeting? If yes, a small stage would be amazing. If not that, an advanced audiovisual set up is a must.
Do you want a conference room in Noida, specifically? Or any location in Delhi-NCR will be fine by your client or meeting attendees? Answer these questions in your head and BAM you’ll be able to make a quick selection.
Just don’t comprise even if you get a cheaper price for a standard meeting room.
2. Amenities and Other Facilities
The rental cost of the meeting or conference room
should match the number of amenities included. Here are the basics that you
might want to keep an eye on:
- Fast and Secure Wi-Fi connectivity for meeting attendees
- A projector, screen, and screen pointers.
- Video conferencing facilities
- A microphone along with speakers
- Whiteboards and whiteboard markers
- Printers and Printing papers
You will most likely find all these amenities in any meeting room of a coworking office in Noida. For some reason, if ascertain things of your needs are missing, you’ll want to inquire about it.
On-site assistance is also essential. For instance, if there are any technical issues during the meeting, you will want to have an expert team to help you with it. Before you sign on the dotted line, see to it that on-sit support is a part of the facilities list.
3. Actual Rental Cost of Meeting Room
Here comes the most important point - the cost.
Make sure the space provider does not charge any
hidden fee. You’ll have to go through the entire agreement and then take things
ahead.
Aside from the original rental cost, watch out for additional costs like:
- Cost of Set-Up
- Power Access
- Taxes
- On-Site Service and Maintenance
- Other Services and Add-Ons
After this, you need to consider the terms of payment. Ask if a deposit is needed? If yes, what percentage? What are the available options for payment? Find out as much information as you can. Also, please don’t hesitate while asking these questions; it’s your right to know everything.
4. Convenience and Accessibility
The objective of any meeting is to keep the attendees happy. To ensure maximum convenience for them, you can:
- Select a nearby meeting room/conference office
space for lease
- Arrange parking space for them - for free or a low cost
For attendees who might require additional physical accessibility, look for a meeting space that can cater to their needs such as a ramp and elevator. To inquire about these factors, you might need to schedule a viewing first. Once you’re sure that they’re offering everything you and your attendees may need, you’re good to go.
Comments
Post a Comment