How to Choose the Perfect Meeting Space for Your Team's Needs

Finding the right meeting space can be a bit like searching for the perfect pair of shoes - it needs to fit just right, look professional, and be comfortable for everyone involved. Whether you're planning a brainstorming session, a client presentation, or a team catch-up, here's how to make sure you choose a meeting space that ticks all the boxes.

Size Matters (But It's Not Everything)

First things first, consider how many people will be attending. You don't want to squeeze ten people into a room meant for six, but equally, a massive boardroom for a small team huddle might feel a bit overwhelming. Look for a space that comfortably fits your group size, with a bit of extra room to move around - trust us, your team will thank you for it.

Location, Location, Location

Choose a spot that's easy for everyone to get to. If you're bringing in clients or team members from different locations, consider a central spot with good transport links. Being close to a major train station (like, oh I don't know, Reading Station perhaps?) can be a real game-changer for accessibility.

Tech Talk

In today's digital world, having the right tech setup is crucial. Look for a space with reliable Wi-Fi, good quality screens or projectors, and videoconferencing capabilities if you need them. There's nothing worse than trying to give an important presentation with dodgy tech!

Comfort is Key

If you're planning a marathon strategy session, make sure the space is comfortable. Ergonomic chairs, good lighting, and temperature control can make a big difference to how productive your meeting is. After all, it's hard to focus on the next big idea when you're squirming in an uncomfortable chair.

Flexibility for the Win

Every meeting is different, so look for a space that can adapt to your needs. Do you need breakout areas for small group discussions? Whiteboards for brainstorming? A space where you can rearrange the furniture for different activities? Flexibility can really enhance your meeting experience.

Catering and Refreshments

Let's face it, a well-fed team is a happy team. Check if the venue offers catering options or if there are good spots nearby for lunch. And don't forget about those all-important coffee breaks!

Privacy Please

Depending on the nature of your meeting, privacy might be a top priority. Make sure the space offers the level of confidentiality you need, especially for sensitive business discussions.

Budget-Friendly But Professional

While it's important to find a space that fits your budget, remember that a professional environment can set the tone for your entire meeting. Look for options that offer good value for money without compromising on quality.

Extra Amenities

Think about what else might enhance your meeting. Do you need printing facilities? A reception area to greet clients? Bike storage for eco-friendly commuters? These little extras can make a big difference.

Try Before You Buy

If possible, visit the space before you book it. There's nothing like seeing a room in person to get a feel for whether it's right for your needs.

Remember, the perfect meeting space is out there - it's just a matter of finding it. Whether you need a cosy room for a team brainstorm or an impressive boardroom for a client pitch, taking the time to choose the right space can make all the difference to the success of your meeting.