Meeting Rooms for Hire in London

Meeting Rooms Hire Guide

The benefits of face-to-face networking shouldn’t be underestimated. Successful meetings create a sense of camaraderie, foster collaboration, win new customers, close deals, develop high-performing talent and serve as great education platforms. Also, unlike conference calls, face-to-face meetings generally have high levels of engagement.

Whether you’re getting together to brainstorm, problem-solve, or build relationships, the right room is essential to the success of your event. Perhaps you’re after a professional interview space in the city centre, a breakout room for a team-building session, or maybe a seminar room with a view of central London? No matter what you have in mind, you will discover extensive options. We recommend exploring online venue marketplaces to find meeting rooms that match your needs.

Meeting Room Trends in London

You can make the most of your meeting by nailing your key objectives early and planning your event with your goal in mind. But before you get into the details of your bookings, why not check out the top meeting trends you can expect to see over the coming year?

• Quirky Meeting Rooms - Some of the hottest meeting trends include choosing one-of-a-kind, unusual, or alternative spaces. These unique spaces will generate interest among your attendees and make great talking points.
• Green Events in Eco-Friendly Venues - Green venues filled with eco-friendly touches like recycled paper and fair trade catering should pique your interest, especially if you’re organising an event or meeting related to sustainability.
• Themed Meetings for Small Teams in London - While you should always have a clear goal when organising this type of professional event, a themed meeting might arouse more interest. The addition of a theme doesn’t have to detract from the purpose of the event, and might even make  the event more engaging in general!
• Peer-Driven Events - These gatherings are notable for the fact that the attendees actively shape the content and direction, rather than solely relying on organisers. These events foster community, encourage participation, and welcome diverse perspectives. 
• Hybrid Meetings - Thanks to modern virtual conference apps, meetings with virtual attendees are easier to organise than ever. Hybrid meetings have become very popular over the last few years.
• Meetings in Co-Working Spaces - Co-working spaces are a good alternative for those looking for cheap and affordable meeting rooms in London. 
• Meetings with a View - Organising a meeting in a room with a view (especially from skyscrapers) offers a unique luxury setting that will make your gathering unforgettable.

Key Considerations for Organising Meetings in London

While there are many things you can do to make your meeting in London successful, we recommend focusing on a few essential elements that are guaranteed to make your event seamless and productive:

• Offer wellness solutions to the participants - Fitness breaks, smoothie stations, and customised menus that accommodate dietary preferences could maximise and sustain meeting participants’ energy levels.
• Seek ways to boost engagement - Try incorporating video conferencing, live polling, and pre- and post-event web content. Platforms like Mentimeter or Slido can be invaluable in making long presentations engaging. 
• Use event technology - Event organisers can now choose from dedicated event apps with real-time social media integration, special keynote webcasts, touchscreen screen technology, and virtual meeting options (Zoom, Google Meet, Microsoft Teams, etc.). 

For more information on hiring meeting rooms in London and organising a successful meeting, check out our handy meeting planning checklist.

Booking Meeting Rooms in London: A Comprehensive Guide

When hiring a meeting space in London, begin by deciding how much of your budget will be spent on room hire, how much will go towards refreshments and organisational specifics. Once you understand how you want to spend your funds, you can start deciding specifics such as venue hire, location, and the agenda.

When choosing a venue for your event, it is essential to search among those spaces that fit within your price range, the number of guests you expect, and are easy for everyone to reach. Using a venue marketplace platform can help you quickly sort out these details. You can search by location, capacity or even price range. They can also help you choose meeting rooms near major roadways or transport hubs. 

Once you have found a venue that meets your needs, contact the venue manager and start sorting out the details. Whether you need special catering, advice on organising the room for maximum impact, or simply want to hire a space with a projector or whiteboard, these managers have the knowledge and insight that will make your event planning seamless. 

Before finalising your booking, always read the terms and conditions to ensure you are comfortable and knowledgeable about the hire. If something unexpected happens and you need to cancel the event, it is best to understand the consequences ahead of time.

Preparing for Your London Meeting: Expert Insights

To ensure a successful meeting in London, secure written agreements with venues and vendors to avoid surprises. Communicate with suppliers and arrive early to set up and finalise arrangements. Consider visiting meeting spaces in person before signing contracts for added assurance.

Test AV equipment in advance and save presentations in multiple formats. Schedule regular breaks, especially for longer sessions, and prioritise connectivity, particularly for hybrid or virtual meetings.

Although it may seem like a lot, thorough preparation and communication with the venue manager will enhance the smooth running of your event. A well-executed plan maximises productivity, problem-solving, and goal achievement during the session, ensuring your attendees will derive the most value from the experience.

Mastering Your Meeting Space in London

Leading a conference, meeting, seminar, or training session is a balancing act, requiring you to keep your audience alert and engaged while still covering all the essential information. It’s also important that you constructively steer the meeting through the agenda items while remaining objective, open-minded, and fair.

We recommend starting your planning by asking stakeholders for input about who should attend. Follow up by letting the attendees know why they’ve been asked to participate so they can come fully prepared. Provide everyone with an agenda and any materials or presentations to review before the meeting, if appropriate.  Once the event starts, provide some background information about the topic. Reiterate what will be covered during the event and what the main objectives are. Once the meeting fully begins, make a good first impression by preparing well-packaged, value-adding materials and bringing your material to life by including relevant personal anecdotes or interesting case studies.

Don’t forget to encourage participation and active learning by incorporating activities into your session (Q&A sessions, role play, trivia, etc.) and gently steer the focus back to the agenda if attendees progress outside the time parameters. Always leave plenty of time for questions at the end (but be careful not to let the discussion digress) and always ask for feedback, whether it’s via a web-based tool, like SurveyMonkey, a follow-up email, or an old-school printed feedback form.

Think about what information you want attendees to leave the meeting room with, and be sure to include all of your relevant contact information so your participants can get in touch with you for follow up.

Meeting Room Pitfalls to Avoid in London

While we hope your meeting planning process bring you nothing but success, there are a few pitfalls which it is best to avoid: 

• If you’re finding it difficult to identify the meeting's objective(s), it’s probably better to postpone it until you are ready.
• If an online chat, phone call, or video conference achieves the same goal as a face-to-face meeting, consider keeping it virtual (as this is usually much cheaper and easier). 
• Avoid overloading the agenda. Be realistic about the time it will take to cover the topics you want to address. Most discussions take longer than anticipated, so it’s wise to schedule the most important agenda items at the start. Give all presenters a time limit and try to stick to your agenda. 
• Never restart or recap the meeting for any late arrivals. If you want to help them catch up on what they missed, you can message them any relevant points privately and record the meeting for everyone to access later. 
• Bad conflict management can also undermine your meeting, so always try to stay positive, and offer a solution or redirect the conversation when things get tense. If any sort of polarising issue arises, it’s best to announce that this will be addressed during a separate meeting or conference call.
• Don’t fall behind. In some situations, you can start the meeting early, but do not stretch the meeting over the time frame you and the attendees have agreed on. 

FAQs about Meeting Rooms in London

What is the average cost of hiring a meeting room in London?

According to data from our platform, you can expect to pay anywhere between £20 to £200 per hour for a standard meeting room in a central London location. Small meeting rooms in London usually accommodate 2 to 6 people and will cost around £20 to £50 per hour. Medium-sized meeting rooms that can accommodate 6 to 12 people will cost around £50 to £100 per hour. Prices for large meeting rooms that fit bigger groups cost from £100 to £200 or more per hour. 

Where are the best places to hire meeting rooms in London?

Meeting rooms are in high demand in several key areas, particularly airports and financial districts. Spots in proximity to Gatwick, Heathrow, and City Airport are in high demand. Business districts such as Soho, Kings Cross, Victoria, Shoreditch, and Covent Garden are also popular meeting locations.

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What is included in the price of a meeting room in London?

The hourly hire fee for meeting rooms in London usually includes only the use of the meeting room space for one hour and the use of available equipment on site, such as tables, chairs, whiteboards, flipcharts, projectors, and Wi-Fi. The per person price generally includes the use of the meeting room space as well as onsite equipment and refreshments or access to the common kitchen.

What are the steps involved in hiring a meeting room in London?

We recommend starting your search on an online venue marketplace, like Tagvenue. These platforms allow you to narrow your results by specifying the number of expected delegates, the meeting date and time, and the desired location. If you need a meeting room with special features, such as natural light, AV equipment, or on-site parking, you can use additional filters to see only rooms that meet your requirements.  Once you have created a shortlist, you can compare their prices, photos, and customer reviews to choose your favourite. Then you can contact the venue manager and discuss your booking.

What are the most convenient meeting rooms for attendees coming from Heathrow Airport?

• Mercure London Paddington is a modern meeting space situated right next to Paddington Station, which is directly connected to Heathrow Airport. The meeting room is located inside the Mercure London Paddington Hotel, so it’s perfect for conferences with attendees travelling from outside of London.

• Regent’s Events is located between Baker Street Station and Regent’s Park Station, this large conference room can be reached from Heathrow Airport in only  30-40 minutes. It can accommodate up to 80 guests, and it is ideal for team workshops, company away days, and board meetings, with a breakout area available on-site.
• Space in Marylebone is a versatile meeting room located near Edgware Road Station and Marylebone Station. It can be reached from Heathrow Airport  in only 30 minutes and is ideal for interviews and training sessions.