Meeting Spaces Rental Guide
Known for its booming economy, San Francisco is home to numerous highly regarded tech companies and a vibrant business community that draws entrepreneurs from all around the globe. With this diverse and open-minded atmosphere, optimism and sense of opportunity, it’s the perfect place to do some networking, make new connections and come up with billion-dollar ideas. And to do all of that and more, you’ll need to book the right space!
Are you looking to rent a meeting space in the heart of San Francisco’s Financial District, in the upscale area of Union Square or the formerly industrial SoMa? All across the city, you’ll find fantastic venues with inspiring and well-equipped meeting spaces, where you can exchange new ideas and seal your next deal. Whether you want to impress a client, brainstorm a new strategy or meet up with colleagues for a team building session, you’ll surely find the perfect space among the city’s broad selection.
Browse our listings, compare venues and pick the one that answers your needs. And if you’re looking for some extra tips and inspiration, keep reading!
What types of meeting spaces can I find in San Francisco?
The choice of the perfect space will largely depend on the type of meeting you’re hosting and your personal preferences. Do you need a sleek meeting room to showcase your professionalism or are you looking for a casual space to organize a brainstorming session or engage your colleagues in some fun team building activities? Whatever the purpose of your meeting, the city offers a plethora of options to choose from. Popular venue types include:
- Conference centers – If you’re looking for a professional setting with modern facilities and state-of-the-art tech equipment, have a look at San Francisco’s conference centers. You’ll find a number of great corporate event venues in The Financial District or SoMa.
- Hotels – Elegant meeting spaces and boardrooms are also often found in hotels, and there is no shortage of those in the City by the Bay! Many chic and elegant hotels are concentrated in the northeastern part of the city, in places such as Union Square.
- Private function rooms – Function rooms can be found in different types of venues, such as hotels or restaurants, and they can serve multiple purposes. For example, if you want to discuss some business matters over lunch, booking a private dining room at a restaurant could be a great option.
- Co-working spaces – These types of spaces are a fantastic choice if you’re looking for a cheaper alternative, though they may offer less privacy than the other options on this list – as the name suggests, you’ll probably be sharing the space with other people. However, some co-working spaces do offer private or semi-private areas as well.
- Cafes – How about renting out a cozy cafe for a casual meeting? Maybe you’re meeting up with your colleagues to talk something over and just need a change of scenery to spark up your creativity? Or perhaps you’re looking for a pleasant setting for a work brunch? San Francisco neighborhoods such as Cow Hollow or Cole Valley are popular for their brunch spots and trendy cafes.
Things to know when booking the perfect meeting space in San Francisco
Now that you know what you can find in the city, let’s dive right into the booking process. Here’s a step by step guide to finding and securing the ideal space for your meeting in San Francisco.
- First of all: let’s talk numbers. Start by figuring out your budget. This crucial piece of information will help you narrow your search to meeting spaces that fit your price range. You can use our platform to easily filter San Francisco meeting spaces by price. However, remember to always check what’s included in the space rental fee. In some cases, you may have to set aside a separate budget for catering or equipment rentals, etc.
- Mark the calendar and send the invites. Next, find a suitable date for the meeting. Consider other people’s schedules to pick a day and time that’s likely to work for everyone. Prot tip: 1) start planning early, and 2) try to be flexible. This increases your chances of securing an attractive meeting spot for a good price. Once you’ve set the date, send out the invitations and ask people to RSVP.
- Estimate the number of participants. Speaking of invites – when people respond, you’ll know how many attendees will show up to the meeting. Of course, it’s possible that someone will cancel at the last minute, but having the estimated number of participants is crucial for booking the perfect-sized space. Ensure that there’s enough room to fit everyone comfortably, but don’t book a meeting space that’s too big. This will not only help you avoid unnecessary costs, but also give the meeting the perfect energy – you want to create a sense of camaraderie and encourage collaboration, after all.
- Find a convenient location. Another important thing to think about is the location. It should be convenient to all, or at least the majority of, attendees. Make sure it’s easily accessible by car and/or public transport. If you’re expecting any attendees from other cities, consider the distance from the airport (SFO) and the proximity of accommodation facilities.
- Pick a meeting space with the right mood. A meeting space is more than just a room with a table and chairs. Factors such as design, decor and lighting have a large impact on the overall ambiance of the space. For example, booking a bright and modern meeting room with a pleasant view can be a real game-changer when it comes to keeping the participants engaged and ensuring an easy flow of creative ideas.
- Pay attention to the facilities. Check whether your chosen meeting space has all the necessary facilities and equipment. Screens, projectors, whiteboards – make a list of everything that you will need to run your meeting smoothly and keep it on hand while browsing venues. If you’re expecting anyone with disabilities, check whether the venue has appropriate disabled facilities. If possible, schedule a viewing and test everything in person. Ask if the venue offers any technical assistance in case you run into any problems during your meeting.
- Check the venue’s opening hours and read the fine print. This may seem obvious and it’s exactly why it may slip your mind. Figure out how much time your meeting is going to take and maybe book some extra time just in case. Read the terms and conditions carefully to find out how much you’ll have to pay if you go over your allotted time. See if you can arrive at the venue early to set up the meeting space and test the equipment.
- Remember about the catering. Make sure there’s coffee, tea, water, fresh fruit and some other snacks for everyone. These will keep your attendees energized and ready to do some critical thinking. If you’re planning a longer meeting, think about organizing a full meal. Find out whether your chosen venue offers on-site catering or whether you’ll have to look for external vendors. While figuring out the menu, don’t forget to consider participants’ food allergies and other dietary restrictions.
What to consider when organizing a business meeting
You’ve booked the venue, and you’re ready to go, but you’re still wondering how to run a successful meeting? Check out some of our tips and get inspired:
- Be clear about the purpose of the meeting. Why are you holding the meeting and what is its desired outcome? Is there a particular problem that you’re trying to solve, do you have an important decision to make or are you just brainstorming ideas? Or perhaps the point of gathering everyone together is to engage them in a series of fun team building activities and help them bond with one another? Keep the purpose in mind throughout the duration of the meeting and make sure you’re progressing in the right direction.
- Prepare an agenda. There’s nothing worse than a chaotic meeting. Having an agenda and making sure the meeting progresses towards its set goal is a way of showing respect for everyone’s time. So, before you go into the session, consider the main points that you want to cover during the meeting and share them with the rest of the participants. By doing so, you’re giving everyone the chance to prepare beforehand and already come to the meeting with some ideas. Do your best to stick to the plan, then conclude the session by thanking everyone for participation, summarizing the ideas discussed and maybe briefly outlining the next steps.
- Prioritize the comfort of your participants. Make sure your attendees feel comfortable during the meeting. This is connected, to a large extent, to finding a meeting space with enough room for everyone and the right facilities to make everything run smoothly. Apart from that, a lot depends on your approach. Make space for other people to contribute to the meeting, e.g. ask questions and go around the room to give each person the chance to speak up. Remember to acknowledge all contributions. Watch out for signs of fatigue among your audience and schedule breaks that will enable them to refuel. Think of ways to boost engagement, e.g. incorporate short warm-up activities. If the attendees don’t know each other well, consider starting the meeting with a quick round of fun icebreakers.
- Take care of the proper equipment to run hybrid meetings. Hybrid meetings have become the daily bread for many teams around the world. If you’re hosting a meeting with some of the participants joining virtually, make sure you’ve got all the necessary facilities and equipment to run things smoothly. Pro tip: ask everyone present in the room to turn on their individual cameras. If you’re using only one camera and showing everyone squished together to fit on the screen, it might make the remote people feel excluded. Also, take care of good sound quality, so that it’s easy for everyone to follow the discussion.
- Make it sustainable! Ready to take it a step further? Do what you can to make your meeting eco-friendly. It can be something simple, such as using recycled paper and digitizing as much of the paperwork as you can or encouraging the attendees to use public transport while getting to the meeting. In fact, many SF neighborhoods are extremely walkable and bikeable, so if you choose a convenient location, you could save even more CO2. When browsing venues, pay attention to their eco-friendly initiatives, e.g. composting and recycling programs, sustainable catering options or reducing the usage of single-use plastics.
We hope that by now you’re feeling inspired and ready to choose the ideal San Francisco space for your meeting. For more in-depth tips on how to run a successful meeting, read our blog post. And if you’re still looking for more info on SF meeting spaces and want to dig even deeper, check out the most frequently asked questions.
Do your meetings need a bit of refinement? We have just what you need to make them more engaging than ever before! Discover our corporate event ideas
, including groundbreaking ways of taking your business meetings from drab to fab, inspiring the attendees to participate, and getting the most out of your time.
FAQs about Meeting Spaces in San Francisco, CA
How much does it cost to rent a meeting space in San Francisco?
Prices for renting a meeting space in San Francisco can run from as little as $30 per hour up to around $185 per hour. Daily rental fees typically range between $300 and $815 per day. The costs vary depending on venue standard – for example, high-end complexes and hotels will usually charge more than co-working spaces. So if you’re on a tight budget, the latter could be an affordable alternative. (All data from Tagvenue.)
For how long can I book a meeting space in San Francisco?
Opening hours will vary from space to space, so be sure to always check with your venue manager. A typical business day lasts 8 hours, starting at 9 a.m. and ending at 5 p.m. Some venues open an hour or half an hour earlier, that is at 8:00 or 8:30 a.m., and close half an hour later, at 5:30 p.m. Depending on your needs, you can even find meeting spaces that stay open well into the evening hours. The majority of venues charge hourly rates, so you can book the space for exactly how long you need. Of course, it’s also possible to rent a space for an entire day.
Which areas of San Francisco have the best meeting spaces?
Many fabulous venues with meeting spaces are centered around the areas of The Financial District and Union Square, with their upscale hotels and fancy conference centers. Nearby Embarcadero and SoMa are also worth checking out. If you’re looking for something a little farther from downtown, try places such as the quiet Richmond District.
What are the best meeting spaces for rent in San Francisco?
If you fancy a bright meeting room filled with natural light, check out LUX SF. Located in the heart of the Dogpatch, they let you customise the room as you please and offer some equipment for yout meeting. Just a little bit to the north, close to the Yerba Buena Gardens, you’ll find Werqwise, a unique co-working space with an industrial flair. What makes it special is that the meeting spaces can be tailored to fit your specific needs. And if you’re into chic and elegant interiors, have a look at what the majestic Ballroom has to offer. Conveniently located in Stockton Street, the Ritz-Carlton hotel boasts contemporary meeting spaces, offers comfortable accommodation and provides in-house catering.