While renting a meeting room for your business or company, your choice has a direct impact on the impression you portray to potential customers and partners. Therefore, it is important that your preferred venue meets your prospect and provides outstanding facilities and services to ensure a smooth running of the meeting. Below are some of the tips you should consider when hiring a meeting room.

Seating arrangement
Regardless of the number of attendees, make sure that the layout used is suitable to comfortably accommodate all the members. There are numerous seating arrangements to consider in relation to the size of the conference facility though it depends on your business agenda. You can choose to seat your attendees in a classroom style which includes people being seated at desks while facing the front; this can be a great option in case your meeting involves watching screen presentations and taking notes. on the other hand, if the meeting involves interaction and discussion among the attendees, a boardroom style is the most appropriate choice.

Required Features and Equipment
Your preferred meeting venue should offer high-tech visual and audio conferencing solutions. Important equipment for example air conditioners, whiteboards, pens and flip charts should be available, however, be careful to understand the charges because some providers will charge additional fees for the use of these smaller facilities.

Another service offered by meeting room providers is Video conferencing. The service provides a cost-effective alternative for several businesses that operate across the world, therefore consider hiring a meeting venue that offers the service.

Lighting
Search for a venue that makes use of natural light and can also be darkened. Artificial light or absence of light can cause eye problems to the participants.

Presentation Area
In case the meeting's agenda involves presentations, make sure there is a standing area in the conference facility where all attendees can see and hear the speaker easily. In case you are booking a large room, it is vital that you include a microphone to enable all attendees to easily hear what the speaker talks about. also, ensure that the audio equipment is working perfectly before the meeting commences.

Decoration
The first impression is very important as your meeting room's decor is the first thing customers and partners will see on arrival. Choosing a meeting venue that portrays a professional image puts a positive light on your organization thus reinforcing your skill and expertise within your chosen industry.

It is essential that your chosen meeting venue be well maintained. the decor should be inviting and fresh without ripped carpets or chipped paint seen. the meeting room should also be tidy.

Space
Consider the space of your preferred meeting venue. This is important as space is the factor used to charge you. if you choose a venue with less space your delegates will be cramped together, on the other hand, a large space will require you to pay for the unused space. To maximize space in your meeting room, consider adjusting the sitting configuration.

Free car park
In case the venue is in town, there is a possibility you may not be able to park access parking space close to the venue. This is because it is expensive to get parking space in the city center. For meetings with large numbers of attendees, it will be very expensive to cover all the expenses incurred due to parking.