Organizing a business meeting in New York requires lots of planning and coordination. Finding a date that works for all of the entities involved is your first challenge. Once that is done, the logistical and aesthetic responsibilities kick in. New York City offers a range of options to rent a meeting room, but to find the one that works for your needs and is within your budget takes time and dedication. The internet is full of ads and popups about the perfect meeting space, but sifting through the options that are not good fits or are overpriced takes time. Once you create a short list, visiting the physical locations is a must-do task that takes time and effort. Here are a few things to consider on your journey:
Your budget is at the center of your decision process when it comes to renting a meeting room. Choose venues that have more than one option and are flexible with timing and switches. Your goal is to get as much comfort and accessibility as possible for (or under) your budget. Finding a cost-effective way to rent a meeting room frees up capital and shows that you can cut costs and get things done.
Location and accessibility
It is important to pick a location that is convenient for everyone involved. This is especially important if you have parties coming in from different cities and staying in hotels. You would want a location that is centralized and convenient for everyone to travel to. The location and building also can add prestige and credibility to the meeting, improving your business image and setting the right mood for the event.
Capability of AV equipment
You should make sure the audio/video equipment is up to date and that you have all the options you may need. It is important that the WiFi has easy set up and you can sync all your devices to the flat screens or projectors, as necessary. Impeccable equipment and support will ensure that there are no delays and that the technical aspects of the meeting or teleconference go smoothly. When you have important speakers addressing the meeting, the last thing you want is for a microphone or slide show to malfunction and delay your progress. Another thing to consider is if there is an AV specialist on hand that knows the system and can quickly resolve issues.
Be sure to make a trip to the location and inspect the room in person. Seeing the capacity and flexibility of the room firsthand can give you an idea of how the meeting will work. Is there enough room for reception, snack table and networking? You would want to find out if the facility offers other rooms (smaller or larger) in case your attendance changes and you want to readjust your budget or space.
Layout of space
Walk around the building and study its layout. How easy it is to get to the meeting rooms, does the journey involves winding hallways, elevators, and stairs? Consider things that may be confusing for attendees. If you do choose a space that is hidden behind a maze of passages, be sure to be there to guide the attendees when they arrive.
Do not underestimate the aesthetics of the room. Taste change with generations and some outdated designs and color themes may be uninviting, creating a dull dynamic for the meeting. You want to rent a meeting room that is well lit with a modern or neutral design that promotes focus and productivity.
Here are some tips make a big impact with your first meeting.