Meetings and conferences can have very unique requirements and demands - from size and location held, to equipment and on-site services needed - it can therefore be difficult to give an accurate figure on the average conference room rental cost. 

However, that doesn’t mean you can’t equip yourself with some expectations of what features and services will cost the most and compare the types of conference room rental that would best suit your specific needs.

Attendees

Before you start looking at conference rooms for your event, you will need to agree on the number of delegates attending and the type of event you are holding. Once this has been established, you’ll have a more realistic idea of the size of venue your meeting requires.

However, it’s not only the number of guests that would dictate the type of conference room that’s best suited for your needs. If you are meeting a potential new client and want to impress, a luxury boardroom that’s been equipped with comfortable chairs, modern furniture and high-spec technology may be a preferred option. 

Alternatively, you’re unlikely to need a high-end boardroom if you were meeting colleagues or freelancers. For a more informal event, a dedicated meeting space might not even be necessary, and instead access to a break-out area in a coworking space could provide the ideal collaborative environment.

Location

Another critical factor to the cost of any conference room hire is the location. Venue and meeting spaces in more central districts of major cities are likely to be in greater demand, potentially making them less readily available when needed and adding a further premium to the cost. However, more convenient, central locations will make them easier to access for clients and teams leading to potential savings in travel costs. 

If you don’t need a central city location for your meeting or travel regularly, a professional business lounge within an airport, train station, business park or convenient and accessible locations could be a suitable solution. Regus’ Lounge Membership gives access to these types of rooms, offering a cost-effective solution for those always on the move.

Layout

Stand up meetings can work in some contexts (i.e. where mingling is important), but usually, seating will be required. If you’re planning a sit-down event, you’ll need to decide on the best layout for your tables and chairs and ensure your conference room has enough space for everyone to be comfortable. 

When you hire conference venues with Regus, we’ll be able to arrange seating however you need, and our managers will be able to advise you on the best layouts to create a productive and inspiring space for your given number of attendees.

Equipment and services

Your event might also need provision of on-site equipment and services, whether to support a presentation to potential new clients, delivering an all-day training session or videoconferencing with a remote team. Additional features can lead to additional costs.

At Regus we can help facilitate the requirements of your conference room booking, from provision of projectors and videoconferencing equipment, to on-site administrative support and catering services.

Choosing your venue

Given a set number of delegates, your choice comes down to available budget, accessibility and organising any arrangements for your conference. If you’re simply looking for a conference room to host a board meeting or presentation, our serviced meeting rooms are a good place to start. 

You’ll have complete peace of mind knowing that everything will be taken care of, from greeting attendees to ensuring all the state-of-the-art equipment is set up correctly. Simply pick a location that suits you, choose a bespoke package to meet your needs and budget and leave the rest to us so you can concentrate on working your way.