How To Find the Perfect Meeting Space
Statistics show that the coworking industry will grow even more in the next few years. In 2017, there were 14,411 coworking spaces worldwide. By 2022, that number might hit over 30,000.
This growth stems from several factors, including the rise of the gig economy, the increasing popularity of remote work, and the need for more flexible office space. As more businesses adopt these trends, the demand for coworking spaces will only increase.
Here are some tips for finding the perfect meeting space for your business in 2022.
Understand the Needs of Your Target Clients
Before you search for a meeting space, take a step back and assess your needs. For example, figure out the kind of meetings you intend to hold.
You may turn the meeting space into a project room and rent it to groups who want quiet places for their brainstorming and ideation sessions.
You could also make it a boardroom and rent it out to individuals for presentations or to those who want rooms with AV equipment.
Answering this basic question will help narrow your options and make the search process much more manageable. Moreover, you can quickly establish the ideal size of the meeting space once you decide how you want it to look.
Determine Your Budget
Meeting spaces can vary significantly in price, so it’s crucial to find one that fits within your budget. For example, renting a meeting space at a hotel can be expensive, while renting a meeting room at a library is typically more affordable.
Similarly, if you’re looking for a meeting space that is big enough to accommodate a large group, you’ll likely have to pay more than you would for a smaller space.
Therefore, take your time to compare the prices of different spaces. Then, ensure they match your needs and budget. For instance, a more expensive meeting space typically offers better amenities and could be in a convenient location, but less expensive spaces will fit your budget.
Note that your budget should go hand-in-hand with your target audience. For example, if you are an established business addressing a group of people, a large meeting area can be perfect for you.
On the other hand, if your target is small businesses with financial constraints, consider a price-friendly space. This way, you can meet the needs of your prospective customers.
Think Outside the Traditional Meeting Space Box
With traditional meeting spaces becoming a thing of the past, you’ll need to get creative when finding a place to hold meetings. Look for spaces that can accommodate modern meeting requirements, such as:
Restaurants
Many restaurants have private rooms to rent out for meetings. Some restaurants also offer outdoor seating, which can be an excellent option, weather permitting. Bonus–attendees can take advantage of the food and beverages offered at the establishment.
Hotels
Hotels typically have a variety of conference and ballrooms to rent out for meetings. Some also offer outdoor spaces, such as gardens or terraces convenient for meetings.
Retail stores
Large retail stores often have back rooms and unused spaces that are convenient to rent for meetings.
Libraries
Libraries typically have meeting rooms available for meetings at a reasonable fee.
Pay Attention to the Location
The location of your meeting space is essential for both practical and aesthetic reasons. First, you’ll want to ensure that the area is easily accessible for all attendees. If your attendees come from out of town, you’ll want to choose a room close to public transportation and major highways.
You’ll also want to consider the parking situation and whether or not there will be a an additional fee.
Second, you’ll want to ensure your meeting location is conducive to productivity. For example, a meeting space in a busy area with lots of foot traffic may not be the ideal environment for a productive meeting.
However, a meeting space located in a quiet area with plenty of natural light may be just what you need.
Consider the Purpose of the Meeting
This tip will help you choose a well-suited space for your clients’ needs. For example, if you want a room for a brainstorming session, you’ll want to select a space conducive to creativity, such as an art gallery or museum–and be sure to have a whiteboard or smartboard available to capture the groups’ thoughts.
On the other hand, if your clients will be holding a training session, you’ll want to choose a large enough space to accommodate all attendees and have the necessary amenities, such as audio/visual equipment.
Ask About Amenities
Does the space have Wi-Fi? Is there a projector and screen available, and are there any food or beverage options nearby?
These are all critical factors to consider, as they can impact both the cost and the convenience of your meeting. For instance, if you’re looking for a space to host an all-day training session, you’ll want to ensure that it has available food and beverage options.
On the other hand, if you’re looking for a space to host a short meeting, you may not need all of the bells and whistles.
Some meeting spaces come with basic amenities, such as chairs and tables, while others may have more extensive amenities, such as audio/visual equipment, catering services, on-site gyms, etc.
When selecting your space, be sure to find out if there are any additional costs for using specific amenities. For example, some meeting spaces charge a fee for using their audio/visual equipment, while for others, it might be included.
Read Online Reviews
Meeting spaces are usually treated as company products/services and typically have online reviews.
Reading reviews can give you a good idea of what to expect from a meeting space. For example, if you’re trying to decide between two different meeting spaces, reading reviews can help you choose the one that is right for you.
Furthermore, online reviews can help you identify potential meeting space issues. For example, if you read reviews that say the meeting space is often dirty or cramped, you may want to choose another option.
In short, reviews will help you get a better handle on the reputation of the space and what other people think of it. If you find more positive reviews than negative reviews, the meeting space is likely a good choice.
Consider the Type of the Meeting Space
There are a variety of different types of shared meeting spaces to choose from:
Private Offices
These are ideal if you need a lot of privacy for your meetings as they give you your own meeting room within a shared office space.
Conference Rooms
These are perfect for larger groups and can be found in most shared office spaces.
Meeting Rooms
Meeting rooms are typically smaller than conference rooms and can be found in shared office spaces and hotels.
Classrooms
Classrooms can be a good option if you’re looking for a space to hold a training session or workshop.
Outdoor Spaces
Outdoor spaces, such as parks, can be a good option if you’re looking for a more relaxed setting for your meeting.
The ideal type of meeting space for you will depend on the specific needs of your meeting. Additionally, the meeting space you choose will also impact the cost, so go for one that fits your budget.
Consider the Atmosphere of the Space
The atmosphere of meeting spaces can have a significant impact on the success of your meeting. For example, if you’re holding a serious business meeting, you’ll want to choose a professional space with a formal atmosphere. However, if you’re holding a social event, such as a baby shower or birthday party, you’ll want to choose a more relaxed and fun space. Choosing the right space to match the goal of your meeting and desired atmosphere will help ensure the success of your meeting.
Assess Privacy and Security
When looking for a meeting space, it’s vital to ensure that the place is private and secure. You don’t want your confidential business meetings overheard by other people. Additionally, you’ll want to ensure that the meeting space is safe and secure.
The best way to ensure privacy and security is to choose a meeting space located in a shared office space. Shared office spaces are typically more private and secure than other meeting spaces, such as coffee shops or hotels.
Ask for Recommendations
If you’re having trouble finding a meeting space, ask for recommendations from friends, family, and colleagues. Some people may have rented meeting spaces before and can give you some good ideas. Furthermore, they may also know of some great meeting spaces you haven’t considered.
In addition, you can also ask your fellow business owners if they have any recommendations. After all, they’ve probably had to rent meeting spaces before and may have some good insights.
Utilize Meeting Space “Finder” Websites
If you’re still having trouble finding the right space for you, a few websites can help you. These websites allow you to search for meeting spaces in your city and compare different options. Some of these websites even allow you to book meeting spaces directly.
Take your time to look for a platform that will work best for you and your team.
Final Thoughts
If you keep the above tips in mind, you’ll find the perfect space for your next meeting. Start searching for your perfect meeting space and turn it into an income-generating tool today.
