If your headquarters are relatively small, you may need to rent a business meeting room to conduct client consultations, training seminars or large video conferences. Ensure you find a facility that not only looks professional, but that also features the equipment and amenities you require.

You may desire a meeting room for an afternoon or an extended stay. Perhaps you’re looking for a facility near you or in a city or state closer to your client. Whatever the requirements, use one of the following methods to secure a suitable location:

1. Rent a meeting room through a professional facility designed to hold executive gatherings and videoconferencing events.

2. Use software or web interface tools to coordinate and schedule meeting rooms and related services.

3. Hire a consulting group to help you find, rent and equip office meeting rooms for training and business occasions.

Action Steps
The best contacts and resources to help you get it done

Find a centrally located, professional facility that you can rent as a temporary office meeting room

Rent a meeting room close to your company headquarters in case you need to retrieve forgotten items or near your client's hotel or place of business for added convenience. Run through your presentation before securing the facility to ensure you request the tech equipment, services and miscellaneous items (like stationary and snacks) that you want for the gathering.

I recommend: With more than 950 global locations, Regus rents training rooms, executive boardrooms and videoconferencing studios. The company also offers administrative support, catering, equipment and customized meeting room layouts. Micro Tek offers training facilities with advanced computer equipment and on-site technicians to help with your meeting or training class. Click the city links to discover a facility near you.

Schedule meeting rooms and business equipment with software to simplify the process

If your previous attempts to rent a business meeting room resulted in forgotten equipment or scheduling glitches, turn to software or Internet tools to help you make the arrangements. Forms, checklists and step-by-step processes will ensure you secure the correct facility, equipment and amenities.

I recommend: EmergingSoft provides MeetingPlanner for Outlook and web interface to help you schedule business meeting rooms, equipment and catering services for your next event. Click the links to request a trial, quote or demonstration. NetSimplicity offers Meeting Room Manager, room scheduling software designed to coordinate conference room rental, catering and equipment acquisition.

Enlist a consultant to coordinate and rent a meeting room for your next business function

Concentrate on your presentation or training curriculum by leaving the meeting room scheduling to a professional. Meet with an event consultant experienced in coordinating and booking business events to assess your needs. The company may even remember details that you've overlooked.

I recommend: Tompkins Event Consultants specialize in corporate event management such as coordination of meeting rooms, equipment and reservations for out-of-town clients and employees. The group also specializes in green events to reduce the negative impact on the environment. A Meeting Company provides customizable services that can take you from meeting room site selection to registration and planning for your next business meeting or event.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Create an on-site office meeting room for small-scale training seminars by equipping an office or conference room with a table and comfortable chairs, a wireless high-speed Internet connection, projection equipment for presentations and video conference equipment to communicate with clients or off-site employees.