Meeting Rooms for Rent in New York City, NY

Meeting Rooms Rental Guide

Is your meeting date coming up quickly but you don’t know where to start? Don’t stress! We’re happy to share our experience and event-planning knowledge with you. So, without further ado, read away and become a venue expert yourself!

What to consider before booking a meeting room:

The location. Always choose the location of your meeting room carefully! People will probably be travelling from all parts of the city (and even from outside), so make sure getting to the meeting venue won’t give them a headache. This is why it would be a good idea to have a look at conference spaces located somewhere near Penn Station or Grand Central Station. Since we’re talking about transportation, don’t forget about those who will be travelling by car - we suggest you ask the venue manager whether any parking is available near whichever meeting room you plan to book.

The size. Before booking the space, you should think carefully about the number of people attending your event. The last thing you want to do is miscalculate! New York is filled with plenty of meeting spaces ready to accommodate both intimate gatherings of 10 people (or less), as well as auditoriums for large-scale conferences. So always check the venue’s layout and seating possibilities before you book it.

The facilities. Audiovisual equipment, WiFi, flipcharts, whiteboards, sticky notes or whatever else you’ll need for a successful meeting - if the space doesn’t provide this information in advance, ask the venue manager prior to the booking. Most meeting rooms in New York have all the basic conference facilities available on-site (without any additional fees), but it’s always better to confirm everything. Sometimes, there is also a kitchenette adjacent to the meeting space where you can make your favorite beverage or heat up a lunch you brought from home.

Catering. Yes, you read it right! Before making any final decisions and booking any boardroom or meeting space, check the catering options offered on-site. Even for a small meeting, having a cup of coffee and a small snack would be nice. In case of a business gathering that will run for hours, think about sorting out lunch for all participants or even booking a restaurant or hotel meeting room with catering. After all, nobody can focus on anything when they’re hungry. Ask if the venue’s policy allows you to bring your food or whether they will provide it on-site. Keep in mind to ask in advance whether the meeting space offers food suitable for all kinds of diets - we’re sure you’ll want to take care of each of your guests and ensure they don’t leave hungry.

You already know what should determine your final decision before booking the meeting space. But what types of meetings can you host? Here’s a short run-down!

What are the most popular types of meetings?

Board meetings. Once every few months, each organization holds a meeting for its board of directors during which they review the company's past performance and determine the overall business strategy for the future. Suppose you’re planning a board meeting and are looking for a proper auditorium or a boardroom. In that case, we suggest you pick somewhere close to the company’s main office and easily accessible from the rest of the city. As for the meeting room itself, make sure there is crucial conference equipment available, such as video call gear, WiFi and a projector in case anyone wants to give a presentation.

Brainstorming sessions. A good brainstorming session lets the energy and creativity flow. It’s also a meeting where ideas, both good and bad, are born, pitched, and either rejected or developed. To keep the brainstorming on track, setting an agenda that clearly outlines the creative goal is important. But what can also make a big difference is the meeting space where your session will be held. A cozy workshop space with all of the necessary equipment and perhaps a small break room will keep the energy and creativity levels high without a doubt, so keep that in mind when looking for somewhere to rent out.

Conferences. Conferences and conventions can be of any size, both large and small. There are plenty of large corporate meeting rooms around the whole city where you’ll find everything necessary for a conference. Some of them even have adjoining breakout areas so each participant can relax and enjoy a cup of coffee.

Company meetings and AGMs. Once in a while, entire companies gather to discuss various topics from past progress and to set plans and objectives. It may happen that your office doesn’t have a suitable space for a company meeting and you’ll have to rent a meeting room somewhere in the city. In New York, you’ll find fully-equipped business rooms and office spaces for gatherings of all sizes, so you can look at our selection and easily book a place for your next company meeting.  

Trainings. Every detail must be carefully planned to ensure a training or workshop runs successfully. The most important aspect of booking a meeting room for training sessions is the group size: we recommend you keep the number of participants quite condensed. This will minimize the noise and ensure everyone can express their opinions and ask questions. In a training room of the right size, everyone will also have enough room to feel comfortable.

FAQs about Meeting Rooms in New York City, NY

What are the best NYC areas for meeting room rental?

If you want to find a fantastic meeting space in Manhattan, we suggest you look around Midtown, Chelsea, SoHo and the Financial District. In case you prefer the other side of the East River, you should also check out Brooklyn as well, especially Park Slope, Williamsburg and Brooklyn Heights, where you’ll find meeting rooms of all types. And let’s not forget about Queens! You can hold your next office meeting in a conference room in Dutch Kills, Astoria or Ditmars Steinway.

What are some of the best meeting rooms in New York?

A fruitful meeting calls for a comfortable workspace, so check out some of our recommendations and get to planning your next gathering:

• Blender Workspace - A luxury workspace located in NoMad. You’ll find everything you may need for a successful meeting in each Blender’s office room. They offer video conferencing equipment, a TV, a whiteboard, and even catering upon request.
• Midtown East Jay Suites - If you're looking for a business meeting venue that is both central and modern, look no further. This space is located in the proximity of Central Park and it's perfect for conferences and seminars, but it also has rooms for small meetings. It's equipped with everything you need to make your event successful!
• Loft in Flatiron - A private loft in the heart of the Flatiron District! The space’s setting is ideal for any kind of corporate meeting as it encourages creativity in everyone and has all of the basic gear available on-site

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

New York has meeting spaces suitable for all budgets and sizes. Rental fees start from $50 and go up to $255 per hour. However, that’s not your only business room rental option. Some places where you can host workshops offer a full-day buyout with prices ranging from $1040 to $5000 per day. (Based on data from Tagvenue.)

What is usually included in NYC meeting space rental?

Apart from the room itself, you can expect the use of all available conference facilities and equipment to be included in the rental fee. NYC meeting rooms with audiovisual equipment usually have projectors, whiteboards/flipboards, and speakers or PA systems. Aside from that, you can expect high-speed WiFi and conference call facilities for hybrid meetings. Of course, most of the meeting venues available in New York City offer comfortable chairs and spacious tables for your convenience.