Meeting Spaces for Rent in Boston, MA

Meeting Spaces Rental Guide

Trust us when we say that your colleagues or business partners will definitely appreciate a well-equipped space where they feel comfortable! It will also show your coworkers how much you care about them. Plus, it’s nothing new that any deal gets signed within seconds in an exquisite meeting room!

Are you, by any chance, sweating about planning a successful meeting? Well, sweat no more! We’ve come up with some tips to help you score the ideal spot within a matter of minutes! Simply read through our short guide and there’ll be no questions or mysteries left when it comes to planning a corporate meeting!

Guide to the perfect meeting space

• Budget - Let’s talk numbers first! Once you know how much you can spend, the rest will hopefully be just a walk in the park! If you don’t have a budget, you won’t know how much you can afford to spend on individual things, such as venue rental, equipment, catering, accommodation, travel costs, etc. If you’re planning to splurge on your event, don’t hold back and ensure there is nothing missing at your session! But if you’re a new entrepreneur, we suggest you choose a budget-friendly option and save money for future investments. And don’t worry - an affordable venue doesn’t mean a shabby place in the middle of nowhere. It only implies that you’ll be renting the space for just a few hours instead of the entire day and making sure any on-site amenities are provided for free.

• Capacity - The last thing you’d want is your guests being crammed in a small space, isn’t that right? That’s why it’s crucial to know how many people will attend your meeting! Once you know what’s on the agenda and how many participants there will be, start searching for a venue that’ll fit everyone comfortably.

• Location - The last thing you want to do is make your guests travel long, painful hours to attend your event, isn’t that right? We thought so! That’s why the location of the place you choose is crucial for the meeting’s success. Always remember that not everyone will be using public transportation, so the venue of your choice should be easily accessible to participants that will be traveling by car or even flying in. To sum up: when deciding on a place, factors such as bus stops, parking lots, airport access, and the meeting time should all be taken into account.

• Meeting’s purpose - It’s crucial to ensure that the meeting space fits the purpose of your session. Sounds straightforward but also complicated at the same time? We’re rushing to explain everything! When organizing a board meeting or a tete-a-tete with the CEO, the space should meet a certain standard. In case of a brainstorming session with your team, make sure there is enough room for everyone to feel comfortable and that the space boosts creativity. Or, when holding a hybrid session, consider renting only venues with all the necessary equipment and a stable internet connection. The kind of meeting you’re planning matters a lot, that’s right, but never forget that the space you end up choosing should fit your requirements as closely as possible.

• Technical amenities - Nowadays, no matter what kind of meeting you’re organizing, each requires a professional setup. So whether it’s a product launch, a conference, or a brainstorming session with your team, the audio/visual equipment is crucial. That’s why you have to make sure that the venue you choose has all of the necessary amenities for a successful event and, what’s more important, that it has everything that you might need. A good WiFi connection is essential, as well as a whiteboard, multiple outlets, and conference call facilities. If you’re throwing a conference, teleprompters and microphones are a must. But don’t worry about the technology - most of the meeting spaces listed on our platform come with high-quality audio-visual equipment that is reliable and simple to use. 

• Catering options - It’s always a good idea to offer refreshments, no matter what kind of event you’re hosting and how many attendees there will be. If the venue of your choice cannot assist you with delicacies, how about renting a meeting space somewhere near a highly rated restaurant where you’ll be able to either host a lunch or dinner after your session is over. We’re definitely not exaggerating. It might come as a surprise to you (or not), but most people tend to not remember what was said during a presentation, but the food served during the event stays in their memory for a long time. We also suggest you provide some breakfast snacks, and coffee and tea, if meetings take place early in the morning - we’re certain you don’t want any growling stomachs to disturb your meeting.

Have we managed to help you out even a bit, and do you know what to keep in mind when booking a meeting room? Well, we hope so! However, in case something is still unclear, scroll even further and check out the FAQ section for even more information!

FAQs about Meeting Spaces in Boston, MA

What additional equipment can I rent in a meeting room?

Most meeting spaces are equipped with furniture, such as chairs and tables, but that’s not all! In many of those places, you may also find other additional gear for rent or for free, such as whiteboards, projectors, and TVs. But remember to inform the venue in advance if you’ll be using any of the equipment available on-site so that they can arrange everything before the meeting.

How much does it cost to rent a meeting space in Boston?

You can rent a meeting space in Boston for even $45 per event, but that’s not all! Many places charge hourly rates varying from $19 to $200 per hour. And if you’re looking for budget-friendly options, why not choose a place that offers special packages? In Boston, prices for these average around $20 per person. (Based on data from Tagvenue.)

How far in advance should I rent a meeting room in Boston?

You can never go wrong with planning in advance! The general rule is that meeting spaces can accommodate you at short notice and will reply to your enquiry as soon as possible. However, we suggest you rent a place that meets all your requirements at least 8 weeks in advance as it will give you enough time to organize every detail.

Where in Boston can I find the best cheap meeting spaces?

Downtown is one of the largest business districts in the whole city, so it comes as no surprise that you’ll find meeting rooms of all kinds and sizes there. We also suggest you look around Bay Village, which is home to various coworking spaces and private offices available for rent. Finally, you should give South End a careful once over as well! You will find plenty of affordable spots that are ideal for your upcoming meeting.