How Much Does it Cost to Rent a Meeting Room?

If you're planning a board meeting, training workshop or need somewhere to collaborate, renting a space for a few hours might be the perfect solution. But how much does it cost to rent a meeting room? 

There is no one-price-fits-all when renting commercial space, but there is something for everyone! Keep reading to learn about meeting room rates, meeting room amenities and how to choose the right room to fit your needs.

How much does it cost to rent a meeting room?

The total cost to rent a meeting room differs depending on many factors. For example, how long the rental is for, how large the room is, the location of the meeting room, the amenities provided, etc. This all factors into the rate.

In general, a large meeting room in an urban hub will cost more than a small meeting room in a rural community. So while it's difficult to pinpoint exact figures, here are some general price ranges you'll encounter: 

● Hourly Rates: Small meeting rooms can range from as low as $10 to around $100 per hour, while larger rooms average between $75 and $250 per hour

● Full-day Rates: Depending on location, amenities and size, a full-day meeting room rental can range from $200 to more than $1,000 per day

Renting a short-term meeting space when and where you need it is a flexible and convenient way to operate your business without the ongoing expense of having a permanent office space.

What is included in a meeting room rental?

Again, this varies. Some meeting rooms offer the bare bones while others provide a range of services. Here are some basic to high-end amenities often included or added on to a meeting room rental.  

● Equipment and Technology: High-speed wireless Internet, LCD monitors, projectors, audio and video teleconferencing equipment, Smartboards, whiteboards

● Furniture: Desks, tables, comfortable seating, professional decor

● Administrative Services: Lobby greeter, reception support, copying, printing, mailing, faxing, notary services

● Other: Refreshments, catering services

Depending on the length, size and purpose of the gathering, some or all of these amenities may be essential to help your meeting run smoothly. 

How to choose the right meeting room

When it comes time to rent a meeting room, many companies have an online booking system to make the process simple. Here are a few considerations to help you narrow down your options to exactly what you need for your upcoming meeting. 

● Size: Think about the amount of space needed. Make sure your meeting room has enough seating and room to move around comfortably without the space feeling too large

● Type of meeting: What style of meeting is it? Interview, small group, large group, lecture, brainstorm, training, workshop, presentation, board meeting, or a war room meeting? Is it interactive? Will anyone be teleconferencing in?

● Location: For local meetings, a central location will add convenience. A destination meeting would be ideal to host a sales or promotional presentation or conference

● Amenities Needed: Consider what amenities are necessary for your meeting versus what are nice-to-haves

● Budget: Start your search for meeting rooms with a budget in mind. This will help you narrow down the options and compare similar spaces to find what works best

So how much does it cost to rent a meeting room? It depends. The size, amenities, location and rental length come together to determine the price. You may be able to find a rental for as little as $10 per hour, or integrated spaces costing more than $1,000 per day. Whether you're looking for a small space for a couple hours or a high-tech boardroom for a conference call, there's sure to be a perfect match for your needs—as long as you know what you're looking for.