What to Consider When Renting a Conferencing Room

The Roddick Conferencing Room at 54 St James Street in Liverpool's Baltic Triangle
The Roddick Conferencing Room at 54 St James Street in Liverpool’s Baltic Triangle

Conferencing rooms are the cornerstones of collaboration, but with so many options available, choosing the right conference room rental can feel overwhelming. Choosing the right platform for brainstorming sessions, client presentations, and crucial team meetings can make or break your event. Don’t worry, this guide will help you navigate the process and ensure you find the perfect space to host your next productive gathering.

Location, Location, Location!
First things first, consider the location. Ideally, your conferencing room should be easily accessible for all attendees. If you’re anticipating a mix of local and out-of-town participants, proximity to public transportation, ample parking, and is a major plus.

Remember to check your venue and chosen room is accessible for all, whether this means included blue-badge parking or lift access.

Size Matters
Think about the number of attendees you expect. A cramped conference room rental can stifle creativity and hinder discussions. On the other hand, a cavernous space can feel impersonal and lead to a lack of focus. Choose a room that comfortably accommodates everyone while still fostering a sense of connection.

Tech Check
Technology is crucial for any modern meeting. Ensure the conferencing room has reliable, high-speed Wi-Fi to support any laptops, tablets, or video conferencing equipment you might need. Speaking of video conferencing, check if the room has built-in capabilities or if you’ll need to bring your own setup. A projector and screen are also essential for presentations.

Creature Comforts
Don’t forget about the little things that contribute to a productive environment. Comfortable seating is key, especially for longer meetings. Look for ergonomically designed chairs that offer good back support. Lighting should be adjustable to accommodate presentations or note-taking. Temperature control is also important – a room that’s too hot or too cold can quickly derail your conference.

A great way to make an impact with your conference and keep people engages through it to provide great food! Many conference room rental packages should include some sort of refreshment. Basic teas and coffees for the morning are a must, and if you are hoping to wow with the menu its worth asking your venue for options. Click to see an example of our Artisanal catering menu for guests at 54. If food is part of your plan, remember to check peoples dietary requirements also.

An example of a conferencing spread. Our deluxe sandwich fillings include vegetarian, vegan, and gluten free options. @Artisane


Bonus Features
Some conference room rentals offer additional amenities that can enhance your meeting. Catering services or on-site break rooms can keep attendees energised and focused. Whiteboard space or flipcharts can be valuable brainstorming tools. Consider if there’s a need for printing facilities or audio/video recording capabilities.

Think Outside the Box
While a traditional conference hall for rent might be your first thought, co-working spaces and business centres often have excellent conferencing room options. These spaces may offer a more modern atmosphere and additional perks like on-site staff or networking opportunities.

The Final Touches
Before booking your conference room rental, always take a virtual tour or schedule an in-person visit. This allows you to assess the space first-hand and ensure it meets your specific needs. Don’t be afraid to ask questions about cancellation policies, catering options, and availability of additional equipment.

By following these tips, you’ll be well on your way to finding the perfect conferencing room that sets the stage for a successful and productive meeting.

About 54 St James Street
We are a meeting room and conferencing room hire, virtual office and business incubation centre who has operated in the heart of Liverpool’s Baltic Triangle since 2011. To enquire about holding your conference or event with us fill out this short form and we will be in touch.