How to Choose the Perfect Meeting Room (And why it Matters for your Business)
Holding meetings is essential for businesses, whether you’re brainstorming ideas, making important decisions, solving problems, or creating a mutual understanding among teams. But have you ever noticed how much the room itself impacts how productive and professional those meetings feel?
The space you choose can either help your meeting run smoothly or become a frustrating distraction, whether that’s due to awkward layouts, lack of seating flexibility, or poor lighting. As someone who sets up meeting rooms daily at WRAP, I’ve seen first-hand what makes a successful meeting room booking!
What are some of the common mistakes - and how can you avoid them?
Many businesses book a space without considering key factors, which can lead to technical issues, discomfort, or even an unprofessional experience. Before booking a meeting room, make sure you’re asking all the essential questions.
“I love using the WRAP space for my female founder ‘Thrive’ events. The space is flexible, and can be used in a number of different ways, depending on the aim of your event. It is a beautiful space with a good vibe!”
Is the location convenient?
Depending on how you’re planning to travel to the location, you’ll need to know whether it’s close to public transport or a car park for easy access. And even more importantly, consider whether other attendees will find it easy to get to or if they’ll need additional instructions. At WRAP, we provide a POV video of how to find our building from Brighton Train Station. Sometimes, a visual instruction is better than explaining (especially to those who are not familiar with the area).
Is the room size and layout suitable?
Typically, most meeting rooms are set up in boardroom style for more formal settings, though sometimes you might need a flexible layout for other types of events. It’s vital to ask if alternative layouts are possible for your event and whether the host has photos/videos of the different possible set-ups. But let’s be honest, photos and videos of a space can be misleading. You want to ensure the space fits your attendees comfortably, so never be afraid to ask for a tour before booking.
“Big lovely meeting spaces and it’s bang outside Brighton Station.”
What technology and amenities are included?
Reliable WiFi is essential for any meeting, especially when sharing files or running virtual calls. If you're presenting, make sure you know how to connect to the screen or projector and whether adaptors are provided.
It’s also worth checking if extras like AV equipment, whiteboards, flipcharts or touchscreen displays are available.
Comfort shouldn't be overlooked either. Ask about heating, air conditioning, and how many plug sockets are in the room. It sounds simple, but scrambling for a charger with no socket nearby can be a real headache.
Is the space accessible for everyone?
Hopefully, you’ll be aware of any mobility needs for your attendees before you book a meeting room. And if you don’t, find out!
It’s important for anyone who has accessibility needs that the venue is step-free, wheelchair friendly, and provides accessible toilets.
Are there additional services?
Alongside the meeting space, it’s a bonus when venues offer refreshments or catering. If the location isn’t near any good coffee or lunch spots, having food and drinks provided can save time and keep everyone focused, especially during full-day bookings.
Investing in a professional space really does make a difference. It sets the right tone for clients and stakeholders, helps reduce distractions, and removes the pressure of managing your own in-house meeting room. A well-designed, well-lit space also boosts engagement and creativity among attendees.
“Light, airy and top quality. Hired Clay over the weekend for a meeting and it was perfect with easy access to the kitchen with tea and coffee included in the price.”
What WRAP Offers (And Why We’re Different)
At WRAP, we understand the importance of the right environment. That’s why we’ve designed our meeting rooms to be as comfortable, professional, and inspiring as possible.
Natural Light & Creative Atmosphere – Bright spaces with real plants, local art, and not a single strip light in sight.
Complimentary Refreshments – Who loves a cuppa tea, coffee, or just some hydrating water without extra cost? We do, hence why we include this in every booking. Just let us know if you'd like them ready on arrival.
Technology & Connectivity – Every meeting room includes a 55" TV screen, which can be connected via ChromeCast or HDMI (adaptors can be provided). For virtual meetings, we also offer a high-quality camera compatible with ZoomRooms.
Fast & Reliable Wi-Fi – To ensure we offer seamless connection and no issues, we have backup WiFis for our backups! Because some things shouldn’t be left to chance.
Catering Available – We’ve partnered up with trusted catering providers to offer a range of meal options tailored to your needs. Or even BYO food (charges may apply depending on the nature of the booking).
Whiteboards & Flipcharts on Request – Whether you need to brainstorm or present ideas, we’ve got you covered.
The right meeting room isn’t just a box with chairs, it’s a space that fosters collaboration, professionalism, and productivity. Whether you need a space for a client presentation, team workshop, or virtual call, making an informed choice ensures your meeting runs smoothly.
At WRAP, we don’t just provide meeting rooms; we create spaces that work for you.
Want to see if it’s the right fit? Come try it for yourself. I’d love to show you around. Drop me an email at lola@wrap.space to book in a tour
