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Meeting Rooms for Hire in London

Find and book a meeting room venue in London

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Here at Canvas we offer a vast selection of meeting rooms and venues within London. You will find venues that are suited to any budget, from cheap though to prestigious, from a cool and intimate private space to a larger, modern executive one. We showcase both designated corporate meeting rooms, specifically designed to meet your every possible business need, as well as the most unique and unusual meeting room venues in which to run a boardroom meeting or even strategy, team-building and creative brainstorming sessions out of the office. With so much out there to choose from, it’s a fantastic opportunity to select a venue that is both at the top of its game and which will help you to make your meeting stand out from the crowd, engaging your guests to a much greater extent in a space that is as inspiring creatively as it is practical.

How to Organise a Meeting that Works?

?First time organising a big meeting? No matter what tips you get from you co-workers, if you’ve been tasked with it, then it’s all down to you. Whether it’s a team get-together, an AGM, or a meeting with Directors form different countries, the basic structure and to-do list will be the same. Use these tips as your basis and relax, we know you’ve got this covered.


Understand the Purpose


Why is this meeting happening? Is it something regular that happens every few weeks or every year? Has it been spontaneously called to discuss a certain issue? Is it a planning meeting? A review meeting?


Understanding exactly what the meeting is for, and the objectives that are to be met by the end of it, is the first step in organising a meeting that will be successful – and not something that will just lead to more meetings. It will also help you to know exactly who it is relevant to invite.


Is Now the Right Time?


Does the schedule for the meeting make sense? If you know that crucial documents will be missing, or a certain member of the company will be out all of that week, consider delaying the date. While many will think that sooner is better, there is no use in having a meeting what doesn’t fulfil its purpose. If you have to organise another meeting for two weeks later, then everyone’s time – including yours – will be wasted.


Discuss


If this is a new meeting, that doesn’t have a standard agenda, discuss it with the attendees in advance. What do they believe it’s about? What are the key things that they are looking to achieve from it? Is there an important issue that they believe should be added to the agenda, or notes that should be circulated? The more prepared everyone is, the smoother the meeting will be.


Find a Venue


Finding an appropriate venue for your meeting is important. You should think carefully about the location, as no one will want to have to travel very far to attend if they can avoid it. Luckily, there are loads of meeting rooms for hire in London, so finding one won’t be an issue. Preferably, you are looking for somewhere with a lot of natural light, and with enough room that people don’t feel cramped in around a table. If your meeting is going to be a long one, consider a more casual setting where members can be relaxed while they sit and discuss the important matters that have brought them together. This is particularly true if it is a planning meeting, as attendees will benefit from a more creative space to brainstorm ideas.


Agenda


If you have a detailed agenda, then you’re meeting is much more likely to run smoothly and on time. Preparing a draft of this in advance and collaborating with those attending in case they have anything to add is a good way to start. Having times beside each point, as well as references to documents that are to be reviewed, will keep everyone on track. Send the agenda, and all relevant documents, out a week beforehand. A reminder should be sent the day before as well. Bringing a few paper copies of the relevant documents to any meeting will always be useful, as many people still prefer to annotate by hand.


Appoint a Chair


Having someone chairing the meeting is crucial to ensure that it doesn’t get out of hand. With a chairperson finalising all of the decisions made by the group, as well as moving on the next section of the agenda when appropriate, the meeting will run like clockwork. A Chair makes it more likely that things will keep to time, and any tangents curtailed when not relevant.


The Chair usually has extra notes on their agenda, such as who will be speaking about a certain point, notes to mention certain issues. As well as this, there should be an explanation on what the purpose and objectives are for each part – and what actions need to be decided upon.


Minutes


If there are no minutes recorded at the meeting, then the meeting never happened. A written record of all decisions taken is vitally important – and will show members what needs to be actioned and for when. The person taking the minutes is generally not a part of the meeting in any other way, but they shouldn’t be afraid to speak up if they require clarification on anything!


Minutes should be circulated to everyone within a week of the meeting for approval, with Points of Action in bold so that everyone knows what they are to do as a result of the discussion.


Relax


If the meeting is likely to be a few long one, allowing the attendees to relax is important. Have an organised lunch break, plenty of tea and coffee, and even an evening reception afterwards for everyone to wind down. This is particularly useful if some attendees have travelled from far away to be there. It also provides a great networking opportunity for everyone.


Once everything is organised, there’s nothing more for you to do but relax. You have done all that you can to ensure a successful meeting, and now it’s up to the other members to put your hard work to good use.


Purpose is everything in a meeting, so once you know it, organising will be a breeze. Using these top tips will help you to ask the right questions, and to find the right venue that suits the style of your meeting. Once you’ve done it once, the next time will be easy!

FAQs Meeting Rooms for Hire in London

Is it expensive to hire a meeting room in London?

You’d be really surprised how affordable it can be to hire a meeting room in London, even on a regular basis. As workforces are becoming less centralised, many working spaces are offering flexible rates for different meeting requirements and frequencies. If you are considering making a regular booking, it’s worth asking the venue manager whether you can get a repeat discount.



Where are the best locations for hosting a meeting in London?

The best location is always going to be the one that’s most convenient for your job. It can be tempting to book in a traditional space in Canary Wharf, but it’s not always logical to get your colleagues to trek across London if you’re normally based in West or North London. Most areas of the city have multiple options for meeting spaces, so try using Canvas to look around your local area, and only broaden your search if you can’t find what you need.



What is included in the price of a meeting room?

Each venue will offer different rates, amenities, and facilities, so it’s always good check in with the venue manager to ask what will be included. The best venues will include all the furniture and set-up, fast WiFi and AV equipment. If you would like to host a catered meeting, they may be able to offer that for you or have recommendations for local places to get food delivered



How can I hire a meeting room in London?

Canvas is the perfect place to find your next meeting room hire in London. We have the most advanced filter when it comes to finding a venue, so you know the options you’re seeing will be perfect for you. All of our venues are handpicked, and we have curated shortlists of some of our favourite spaces on the blog if you’d like some inspiration.



How do I book meetings and accommodation in London?

We have more than 20 beautiful hotels with us on Canvas that also offer meeting facilities, so it’s best to start there. All you need to do is search for meeting spaces, then select “Style” on the search results page and choose “Hotels”. When you make an enquiry, remember to mention that you’re also looking for accommodation, and if possible provide a rough estimate of the number of guests you’re expecting.



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