How to Rent a Meeting Room

Many businesses are run out of homes or small office spaces, with no additional rooms for client or employee meetings. The logical way to create meeting space is to rent a meeting room. This can be done once or regularly, depending on your meeting location and rental agreement. Renting a meeting room ensures you have enough space for your attendees that you don't have to maintain, insure or clean.

Instructions

1

Call local hotels, city-run facilities, libraries and community colleges, and ask what the fees are for renting a meeting or conference room. You should be able to ask a representative of each place how many people you expect to attend the meeting, how you'll need the room set up, the date and time you need the room and if you intend to decorate or use props, overhead projectors, microphones or other presentation aids.

2

Narrow your list of affordable rooms down to three prospects. Call these locations to schedule a time for you to look at the rooms and further discuss your needs with a representative of the facility.

3

Go to each appointment and check out the space. Make sure it's big enough to comfortably accommodate your guests. Ask if seating is included, or if chair rental is required. Find out if you can use tables, bring in outside food and if the deposit is refundable.

4

Choose the room that best suits your needs. Know exactly what the fees are, how early you can get in to set up your supplies and your responsibilities as the renter. Sign the rental agreement and put money down for the deposit, if required.