Whether your business is still in its infancy or it’s been around for a number of years, there are a lot of undeniable benefits of renting meeting rooms on a need-be basis instead of entering into a long-term lease agreement. Flexible hours, convenience and cost-saving benefits are usually at the very top of the list, but there are also other important factors to consider. As a small- or medium-sized company, you need to keep a close eye on your expenses. As a result, many small business owners, freelancers, and entrepreneurs are forced to resort to holding important business and client meetings in public places like restaurants or coffee shops. 

Treating your employees and clients to a nice meal might seem like a great idea at the time, but it could also put your professional image at risk—especially if you do it all the time. Eventually, your clients might begin to wonder why they’ve never seen your office space. Not to mention the fact that constantly taking clients and employees out for lunch or coffee can get expensive. Meeting room rentals are an affordable and convenient solution. 

renting a meeting room

Why You Should Rent a Meeting Room for Your Next Meeting

If you’re planning on holding a company or client meeting in the near future, but don’t have a permanent or adequately sized meeting room at your workplace, then you might want to consider renting a meeting room instead of holding your meeting in a public place. Here are a few key benefits of renting a meeting room for your small business that you should take into consideration.  

Meetings Will Be More Productive

Aside from being noisy and often overcrowded during peak hours, restaurants and coffee shops are usually brimming with all kinds of distractions that can hinder productivity and creativity, making them an ill-advised option for holding important meetings. Plus, there’s always the chance that employees who work for your competition could be sitting within earshot and overhear your ideas without you even noticing. 

One of the main benefits of meeting rooms is that everything you need to make your meeting as productive as possible without any distractions is made available to you. Innovative meeting management solutions can help you time your meetings, take detailed notes and even keep track of who was in attendance, who was video-conferenced in, and who was absent. 

Most Office Equipment and Furniture Is Provided Upon Request

Some office space rental companies might include certain types of office furniture and equipment such as desks, tables, chairs, and telephones in their rental agreement by default. However, you might need to put in a special request for specific items like printers, video conferencing systems, or whiteboards. Reserving these items ahead of time is always a good idea to guarantee availability when you need them. 

Maintain a Professional Image

For clients, there’s nothing more impressive than being invited to a clean, well-organized, high-tech, and professional-looking office space for a meeting. And the same can be said when it comes to conducting interviews with job candidates and training new employees. Making a good first impression is the key to getting started on the right foot with prospective and existing clients and employees. The more your meeting space exudes professionalism, the more your clients and employees will be reassured that you’re a successful, legitimate business owner who can take care of all of their needs. 

Choosing a Convenient Location

One of the great things about renting a meeting room rather than leasing an entire office space for an indeterminate amount of time is that you have the option of choosing a location that’s conveniently located for yourself, your employees, and your clients. Choosing an office space that’s in a safe area and within close proximity to at least one major intersection, public transit, and private or street parking is ideal because it’ll encourage your clients to actually want to meet you there. It’s also important to ensure that the office space building you choose to rent from is fully accessible and has multiple wheelchair ramps and service elevators. 

Comfort, Flexibility, Privacy, and Security

Meeting room rentals also offer an unmatched sense of comfort, flexibility, privacy, and security so that all you have to worry about is being aptly prepared for your meeting or presentation. These are all things that most public meeting spaces like restaurants and coffee shops lack. Not only do you have to worry about sneaky eavesdroppers listening in on your conversations with clients in public places, but you also have to contend with all of the background noise when speaking to someone directly in front of you.

Plus, depending on the size of your gathering, it can sometimes be difficult to reserve an appropriately sized table at a restaurant or coffee shop without running out of table room or constantly bumping into the person sitting behind you. Hotels are another nightmare altogether. The base cost alone of renting a meeting space in a hotel can be astronomical and on top of that, most hotels charge extra to use certain amenities and equipment. Office space rental companies also have reliable security systems in place to ensure that only authorized personnel are allowed to enter the building during your meeting.

Meeting Room Rentals Are Cost-Effective

At the end of the day, renting a meeting room has far more cost-saving benefits for your small business than leasing an office space. You have the option of renting a meeting room on an hourly, daily, weekly, or monthly basis depending on your needs.

Rent a Meeting Room from IPO for Your Small Business

Innovative Professional Offices is one of the most renowned office space rental companies in Ontario. With locations in Mississauga and Ottawa, our professional office space curators will ensure that you have everything you need to conduct your meetings in an efficient and cost-effective manner. Contact us today to book a tour of one of our office spaces.

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