If you require to rent a meeting room for a meeting or a corporate presentation, then getting started can be a tough part. Well, it might seem like a straight road; however, with numerous options in Vienna, you may overlook certain details that could end up costing you a lot.
So before you look up meeting rooms in Vienna, keep these four essential points in mind:
1.The Ambience of the Room
Neither all meeting rooms are created exactly the same, nor are the kinds of meetings that are hosted. If you would want a meeting room that complements the type of meeting. For instance:
- If you have a meeting scheduled with clients or prospects, you need to pick a meeting room that projects professionalism.
- If it's an all-day workshop, a flexible space alongside on-site catering will work.
- Are presentations your main agenda? Then you might want to go with a small stage, and it will require top-quality event A/V equipment.
- The size should be considered, too: This depends on whether you want the room to feel full or spacious when attendees are seated there.
So don't sacrifice the meeting room ambience and the amenities provided in the name of saving money.
2.Facility Offerings
When you consider a meeting room rental, you must know what is included. Here are a few things you may require, such as:
- Reliable and high-speed Wi-Fi for all attendees
- Microphone for speakers
- Video conferencing capabilities
- A projector
- A printer
If something which you require is not included, it will be a new line item, and you will have to budget for it. Another aspect is on-site support. For instance, having caterers or IT staff on-site might relieve a lot of your workload. The last thing you want is for the technology to break down while the meeting is still going on without any backup. Before choosing a location, find out what kind of support is included with your meeting rental.
3.The Actual Cost of Meeting Room Rental
Now let's talk numbers. Before you sign any contracts, it is essential that you figure out the cost of the meeting room and the hidden event planning costs as well.
Apart from the actual conference room rental rate, look for added costs such as:
- Access to power
- Setup and strike fees
- Service fees
- Taxes
- Tips
Before you sign on the dotted line, go over the specific meeting room rental fees. Add a line item for unforeseen expenses to your event budget, just in case.
4.Accessibility and Convenience
When choosing a meeting space, keep your attendees in mind. You aim to make their experience convenient by:
- Selecting a nearby location that is convenient for everyone and involves little travel
- Arranging ample parking space for a free to low cost
- Assisting attendees to travel via a public transport
Now that you have all the information as to how to choose a meeting room, connect with the best companies that offer meeting rooms or rent a studio in Vienna.
