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Meeting room rental: what do you need to know?

When you start a professional activity, you often need a meeting room but you don’t have the space to do so. Making a good impression on potential clients is almost as important as doing a professional job and being convincing during the meeting. Today, companies have specialized in space sharing, or even individual rental. This allows entrepreneurs or small businesses to benefit from a modern, versatile and multi-functional meeting room at an advantageous price, without fixed costs or maintenance expenses. We are talking about it !

Where and how to rent meeting or conference rooms?

Today it is possible to rent meeting rooms, meeting rooms or conference rooms in different spaces. You can rent rooms in large convention centers or in some hotels, mainly those that specialize in business travel and meetings or are located near airports. You can also opt for business centers, which normally offer benefits such as rooms of different sizes and capacities, hourly rental, availability of cutting-edge technological resources, and even additional services such as secretarial services. or coffee breaks.

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[Above, Comet Bourse, a unique 2200m² venue located in the 2nd arrondissement of Paris. A 280-seat auditorium
and 14 meeting rooms await you.]

meeting room rental in Paris

What should you pay attention to when renting a room?

There are many reasons why we may need to rent meeting rooms. We may not have enough space in our facilities or it may simply not be practical for us to use them, either because they

do not offer the image we want to convey, either because they do not have the services we need.

Room capacity

When looking to rent meeting rooms, the first condition you must take into account is its capacity and, therefore, you must be clear about the number of people convened. If it is a small meeting, for 4 or 5 people maximum, you should opt for a room of at least 8 to 10 m2, or approximately 2 m2 per person. For larger group meetings, you can reduce the space to 1.5 m2 per person. In any case, it is advisable to choose a facility where you can hold more meetings in the future and which, therefore, has rooms of different capacities to accommodate events of different formats, board meetings to rooms for work interviews, team meetings, meetings with partners, negotiations, etc.

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The flexibility of the room

Before renting a meeting room, you need to know the type of furniture available. The furniture must meet your needs and, in this sense, it is desirable that they are multipurpose rooms, and that their layout can be adapted to the format of the meeting you wish to organize. On the other hand, it is desirable to be able to rent the room for the hours you really need and not to be obliged to rent it for the day or half-day.

The location of the room

The location of the meeting room is an essential aspect and, in this regard, a large part of the success of the event depends on two elements. First of all, you need to choose a space where participants can park their private vehicle or arrive by public transport if they wish. In Paris typically, choose a meeting room not far from a train station or metro. Second, and no less important, the location of the meeting room must correspond to the image you want to convey. You should therefore choose facilities located in central and pleasant locations, with quality services in the surrounding area and good transport links.

Room technology

When renting a meeting room, it is important to check what technology resources are available. One of the advantages of renting rooms in a business center is that they usually have the audio-visual equipment and materials necessary for meetings, such as computers, projectors, screens, televisions, speakers , etc. It’s also worth asking if the room has video conferencing service: even if you don’t need it initially, there may be last-minute unforeseen circumstances, such as people not being able to attend the meeting in person.

In Paris, rents are exorbitant. With rental, forget about fixed costs! As we have already mentioned, the main advantage is that you will always have a modern, clean and stylish room, without maintenance costs or fixed costs. All you need to do is book the time and day and the meeting room or conference room will be ready for you.