Versatile City Venue with a blend of Classic and Modern space
One Moorgate Place is a beautiful Grade II listed building, packed with original features to impress any guest. We offer high-spec conferencing facilities as well as modern, spacious meeting rooms and... Read more
A spacious brick wood Restaurant and Bar, located in the heart of the city, beautifully decorated in Iberian fashion.
Camino Monument is located in the heart of the City, a short walk from Monument and Bank stations. Our spacious yet cosy space makes a great spot for business drinks and light tapas lunches, or hearty... Read more
A beacon of sophistication in London's West End, offers a distinctive venue for events.
This iconic space transcends typical event locations. With a capacity of up to 1300, Freemason's Hall is a great option for an array of events including; Dinners Awards Conferences Rec... Read more
BAR • ROOFTOP • PARTY FOOD • DJ • LATE NIGHT
Big Chill started as a boutique festival, bringing the music, the people and the good times together. Way back in 2004 the party was moved indoors; Big Chill Bar was born and the party lives on. &n... Read more
Where Creativity Meets Innovation and Connectivity: An industry-first, modular, versatile and creative event space.
At Sta Studios, we specialise in providing a versatile space that caters to a wide range of event needs. Whether you're hosting an educational workshop for aspiring hair professionals, launch... Read more
Our industrial style event space has a private kitchen, private entrance and high ceilings. Flexible space for any event
A large event space suitable for corporate, creative or personal events. Available 24/7 the space has an industrial style with a private kitchen and direct street access. The friendly and accomodating... Read more
Luxury and elegant boat hire on the River Thames perfect for corporate events, summer parties and weddings.
Dixie Queen can operate from a selection of piers on the River Thames. The P.S. Dixie Queen is the largest entertainment, conference, and event boat on London's River Thames. Able to carry up t... Read more
110,000 square feet of flexible, bright and design led space in Shoreditch suitable for every event, meeting or shoot.
Over 110,000 square feet situated in the heart of trendy Shoreditch, Shoreditch Exchange offers an unparalleled event experience. Highly versatile and varied spaces - purpose built event spaces, meeti... Read more
Gorgeous blank canvas railway arches
The venue is made of up of two stunning Victorian railway arches, reception bar, main hall and mezzanine level and is a perfect venue to host live streaming and hybrid events, product launches, f... Read more
A unique and versatile festival-inspired venue beside the London Eye
Between the Bridges is a unique and versatile event space perfect for drink receptions, product launches, summer and Christmas parties, conferences and much more. The venue has four pr... Read more
An iconic central landmark of London's great Georgian heritage, with 5 floors of event space and endless opportunities
116 Pall Mall is an iconic central landmark of London’s great Georgian heritage located just minutes from Trafalgar Square and Piccadilly Circus. This magnificently restored Grade I listed building of... Read more
A stylish indoor restaurant which features a lovely outdoor terrace, together with a bar and a spacious courtyard.
Camino King's Cross, a highly-praised authentic Spanish restaurant bar, is a wonderful Spanish getaway in Central London. The decor is exquisite and modern with its use of colour and wood, but it ... Read more
Rustic Andalusian-style bar with exposed ceiling beams, for Spanish wines, cured meats and cheeses.
This bar is dedicated purely to the wonderful wines from the Rioja region of northern Spain, our aim being to showcase the exciting variety and quality of the wines and share our enthusiasm for them w... Read more
is a purpose-driven members club, offering four floors of versatile event space in Covent Garden.
At The Conduit, we create unforgettable experiences right in the heart of London. Our dedicated events team can assist you in planning every detail of your event, should it be a private dinner, confer... Read more
A beautiful space with a sophisticated and refined atmosphere
Step into the enchanting world of Mariage Frères, located in the heart of Covent Garden, in a listed 17th century house. Our event rooms, nestled within the tea paraphernalia that are a journey... Read more
13 Indoor Venues and 45 Acres of Space. Private function experts from Conferences, to Weddings, to Festivals.
The Hive stands as London's preeminent destination for hosting celebrations, banquets, and events, nestled in the heart of North London. Our opulent venue, reminiscent of the grandeur found in ... Read more
?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!
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.
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.
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
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.
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.