Meeting Rooms In Peterborough

What To Consider When Hiring A Meeting Room

Hiring meeting rooms in Peterborough can provide a great solution for a wide variety of situations.

Whether you’re a small business looking for a professional, larger location to present a formalised presentation to a potential or existing customer
A freelancer looking for a larger place to meet with new clients,
An employee looking for a convenient and flexible space to work on a one-off basis
A larger business looking for a neural venue to conduct interviews or appraisals

So if you’re looking for meeting rooms in Peterborough, here are some pointers to consider as you consider available venues.

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Location, Location, Location

In many circumstances location is one of the main factors in deciding whether a meeting room venue is right for you. The location impacts in a number of ways

Is there parking?
- If your colleagues or customers are travelling by car then parking is often the number one factor.
- Not only parking, is there free parking. We have probably all been caught out by having to park for a meeting and having to pay ridiculously high car parking charges.
- Or having no other option than to park a distance away from the venue.
- Possibly worse is thinking that there is parking at a venue, only to find there are limited spots
Is it easy to find?
- City centre locations with convoluted one way systems can be a navigational nightmare for those visiting a venue for a first time
- Larger meeting venues away from city centres can be easier to find and have less traffic.
- This could be advantageous as you don’t want to lose attendees before the meeting’s even started.
Are there good bus and train public transport links
Can the venue be easily accessed by bike and is there secure bicycle parking

How much will a meeting room cost?

The cost of the Meeting room will always be an important factor, especially if you need the room for extended times or on multiple occasions.

Most meeting venues will let you hire a room by the hour.

Reduced rates are typically available for half day, full day and weekly hire. This could be an incentive to book a longer slot, allowing you the freedom of additional time. Worth bearing in mind if attendees arrive late.

Important Note: Its worth while checking the small print as some meeting room venues promote headline grabbing low room rates. Be aware you might end up paying for extras that are included with other providers.

How easy is it to book a meeting room?

Booking a meeting room should be simple and convenient. Meeting rooms in Peterborough can be booked by

Calling during office hours and speaking to a competent professional
Emailing meeting room requirements and getting a response within a couple of hours during office hours
Live Chat – where you can discuss your meeting room requirements online
Completing a printed booking form where you can detail room requirements
Meeting rooms that you can book online make organising your meet-up even easier.

Availability of FREE, fast and reliable WiFi?

Some meeting room providers only provide free wifi for a limited period of time ( 30 minutes)

Other venues only offer slower wifi which can be problematic if you need to share documents / files / videos during a meeting

Make sure that FREE high speed WiFi is included in your meeting room rate. Ideally you and meeting attendees will be able to access WiFi in all areas of the venues so that you have access during breaks and breakout sessions.

Meeting Room Size Options?

Make sure that the meeting venue has rooms of a size suitable for your meeting.

Don’t forget for your meeting the space you need is not just about the numbers of people attending, it also depends on the meeting room layout you need

U shape – good where you have a main presenter and want active participants
Round or Square *’s or 10’s
Boardroom – Do not use this set up if you are planning any form of AV presentation
Informal – If participants need to interact and mingle
Classroom – ideal for meetings where there are presenters and passive participants
Theatre – for larger groups, this layout can encourage delegates to focus on the speaker

Make sure that the maximum capacity meets your requirements and can be laid out as required before you book.

Accessibility and Security?

Meetings room security is an important issue. The likelihood is that there will be laptops, tablets, mobile phones and important business information.

Therefore its important that you are able to lock your meeting room should you vacate the room for lunch. Additionally you don’t want strangers wandering into the venue

A designated secure reception area that controls and directs visitors is worth its weight in gold. Being able to clearly direct and book in visitors.

Can everyone who will be in attendance use the room and bathroom facilities easily and safely? How convenient will the meeting room facility be for those with a disability.

Are there AV facilities available for use?

If you’re looking to link your laptop up to a flat screen and speakers to share presentations and important documents with your colleagues, you need a meeting venue with AV facilities

Typical AV facilities include

Projector / TV & Speakers, Microphones and Remote Slide Clicker
Clickshare is an innovative system for connecting laptops to our projectors and TV screens wirelessly
- To use Clickshare with your own laptop, you need to ensure that you use a laptop with a USB port and that you have sufficient rights to install software on your laptop.
- If you are unsure, some venues will allow you to use their laptops which are already set up to use this system

We recommend that you arrive at least 30 minutes prior to the start of your event to give you time to check your connection to the AV equipment.

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