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What to Look for When Hiring a Meeting Room

As the old saying goes, “you don’t get a second chance to make a first impression”. 

Successful meetings are built on lasting impressions, and the meeting room at your disposal plays a key role in giving your guests a great first impression of you and your business. 

A meeting room is much more than a box of glass walls: it’s a lively and dynamic platform for team members, clients, and partners to come together, share ideas, and make great opportunities happen.

Whether you’re a small business owner looking for professional space to deliver a winning sales pitch or a freelancer looking for somewhere free from distraction to meet your clients, hiring the right meeting room can make all the difference. 

However, if you really want to present your business in the best light, there are a few factors that you should take into account. 

Have a look at the top factors to consider before browsing available venues for your next business meeting. 

Table of contents: 

  1. Location
  2. Parking
  3. Accessibility 
  4. Size
  5. Amenities 
  6. Budget
  7. Noise control
  8. Reviews  

1. Location

Hiring a Meeting Room in Melbourne

Location is probably the most critical factor when planning your meetings. 

Your clients and customers will be impressed that you’ve gone to great lengths to hire a meeting room in a prestigious location that creates an image of distinction. 

Conducting business in a modern space located in beautiful surroundings with nearby restaurants and cafes can make the whole experience much more pleasant for everyone involved – especially if you’re planning a full-day meeting with regular breaks. 

E.g., at B2B HQ, we provide rentable meeting rooms and boardrooms that are conveniently located in the heart of Carlton, close to the bustling Melbourne CBD. 

Not only is it an excellent spot for conducting business, but it also presents an opportunity to impress your clients.  

Plus, our offices are just a stone’s throw away from the renowned Lygon Street Italian precinct – perfect for treating your clients to a meal after a productive meeting.    

2. Parking

Hiring a Meeting Room with Parking Available

Picture the following scenario – you’ve got an important meeting coming up, and you’re already feeling the jitters. 

You arrive on time at the meeting venue only to realise that you have to circle the block for hours, desperately trying to find a parking spot.

The same goes for your attendees who may arrive late or become frustrated while endlessly driving around in circles looking for a parking spot.

That’s why it’s important to ensure the meeting room is located somewhere with adequate parking space. 

E.g., at B2B HQ, there is ample paid street-side parking for up to 2-4 hours, depending on the street side.

For day-long parking, you can park your car at the Lygon Street Car Park that’s just a short walk from our offices. 

Lygon Street Car Park provides safe and secure parking and gives your attendees peace of mind so they can arrive on time, relaxed, and ready to focus on the meeting.  

3. Accessibility 

Hiring a Meeting Room Close to Public Transport

Just like in the case of parking availability, location accessibility is important because it can affect the ability of your attendees to arrive at the meeting on time and in a convenient manner. 

Just think – you don’t want your guests to be late because they got lost on the way or didn’t have access to public transit. 

Not everyone drives a car, so if the venue is located far away from train stations, bus stops and other forms of public transport you reduce the accessibility of your meeting.

E.g., B2B HQ’s offices are conveniently located near all forms of public transport so that your attendees can show up relaxed and on time, ready to hit the ground running.

  • Train: There is a major train station approximately 5-7 minutes walk

4. Size

Meeting Room in a Virtual Office

Before hiring a meeting room, it’s important to ensure that the maximum capacity meets your requirements. 

You want to make sure that the venue fits the number of attendees comfortably, without feeling cramped or too spacious. 

A room that’s too small can leave your guests feeling constricted and uncomfortable, while a room that’s too large can be distracting and hinder productivity. 

The key is to find that sweet spot –  a room that’s just the right size for your group. 

E.g., at B2B HQ, we provide a range of meeting room options available to suit 2 to 8 attendees.  

For example, if you’re looking for a room that’s perfect for medium-sized meetings, the Edison Boardroom is an excellent choice. With all the right amenities, it’s perfect for fostering productive discussions and impressing clients.

While for smaller groups, the Galilei Meeting Room is equally great. It provides all the necessary comforts to ensure your attendees feel at ease and focused on the meeting, without any distractions.

5. Amenities 

Hiring a Meeting Room with Top-Notch Amenities

Amenities in a meeting room play a key role in creating a comfortable and professional environment for your guests. 

Imagine walking into a meeting room with a slow Internet connection, no refreshments in sight, and outdated equipment. 

Not exactly the ideal setup, right?

Make sure your venue has all the amenities you need to host productive meetings, such as high-speed Internet, whiteboards, flipcharts, refreshments, and printing services – just to name a few. 

E.g., at B2B HQ, all of our meeting rooms and boardrooms are fully furnished and come with modern equipment and amenities to ensure seamless communication between you and your clients. 

With unlimited high-speed Internet, complimentary coffee, tea, and water, kitchen facilities, smart TVs, office services (printing, scanning & shredding), and video IP telephone – you’ll have everything you need to keep the conversation flowing and your attendees engaged. 

6. Budget

Hiring a Meeting Room on a Budget

Hire costs can vary significantly, especially in Australia’s top cities. 

If you’re a small business operating on a tight budget, it’s important to get the best value for your money. 

Make sure you consider all the expenses involved in hosting a meeting, including the cost of the room itself, refreshments, equipment, and other essentials. 

E.g., at B2B HQ, we understand the importance of staying within budget while still getting a professional space and top-notch amenities to host your meetings. 

That’s why we provide affordable meeting rooms to host your meetings with prices starting as low as $29.95. 

Plus, with our virtual office package, members have the opportunity to get a $600 Room Booking Credit Voucher for just $200.  

7. Noise Control

Using a Soundproofed Meeting Room 

When hiring a meeting room, you want to make sure you’re in a place where you can host successful meetings without any distractions. 

Noise control is extremely important because it means your attendees will remain fully focused and more productive. 

In addition, soundproofing means your meetings stay private, ensuring confidentiality and comfort for everyone involved.  

E.g., at B2B HQ, we take noise control seriously. 

All of our meeting rooms and boardrooms are designed with soundproofing features to ensure that outside noise stays outside, and your meeting stays focused. 

Whether you’re trying to close a deal, brainstorm with your team, or just need to get some work done, you’ll be able to do it without any distractions. 

8. Reviews

B2B HQ Virtual Office & Meeting Rooms Testimonials

When it comes to finding the perfect venue, you want to make sure you’re making the best choice. 

And, what better way to do that than by checking out what previous users have to say about their experiences?

Reading reviews and getting insights from past clients will give you a glimpse of what the experience is like so you can know what to expect and make informed decisions. 

E.g., at B2B HQ, we go above and beyond to deliver exceptional service and create memorable experiences. 

That’s why when we receive glowing 5-star reviews from our valued customers, it’s a true testament to our hard work and commitment to excellence. 

To read what some of our customers are saying about us, check out our testimonial page.  

The Bottom Line

Business Meeting in a Virtual Office Meeting Room

Finding the right meeting room isn’t just about securing a space with four walls, a table, and chairs. 

There are many factors that contribute to making a venue ideal for holding important meetings with clients, partners, and team members. 

By selecting a meeting space that caters to your attendees and considering all the necessary facilities, you can guarantee that your business is sending the right message and that your meetings run smoothly. 
Looking for a professional space to impress clients at your next meeting? Get in touch with us to discuss your space requirements and find out how we can best support you to reach your business goals.  

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