Meeting Spaces for Rent in Washington, DC

DC is the land of entrepreneurship and business opportunities. Whether you're about to begin your business hustle in entertainment, politics, or tech, DC is the place to meet your future allies and investors. If you're just starting out, paying a lease can be pretty tough. You may consider working from home with a remote team. Yet, you'll still need to hold those official meetings every now and then, which is why you need to know how to negotiate your way through the maze of meeting venues! It can be a tricky process if you don't know what you're looking for. Undoubtedly, the feel and service provided by the DC meeting spaces can make or break the deal. We've come up with some valuable tips on hosting a meeting and narrowing down your meeting location search!

How to Select a Meeting Space in D.C.

Budget 

We'll never get tired of mentioning the importance of setting a venue budget. If you want to splurge, don't hold back, but if you're a budding entrepreneur, chances are you'll want to save every penny for future investments. Renting an affordable meeting venue doesn't mean you're compromising on the service or acoustics, it only implies renting a space for fewer hours or ensuring that the venue provides additional amenities, such as on-site catering in the rental package. Check out their venue packages to save some bucks.

You won't have a hard time finding multiple reasonable small meeting rooms in D.C. If you're looking for a premium spot like a boardroom, you can further invest in the venue and take your attendees for lunch at a less expensive spot. Or maybe you feel like going all in and hiring a conference hall to host that Ted Talk. Whatever the needs of the event, make sure to set a reasonable budget that covers all aspects of the event. Online marketplaces provide you with no hidden extras and a quote upfront, making renting a meeting space so much easier. So try to use those when scouring for your next spot.

In-house Facilities

With great aspirations come bigger requirements. When technology prevails, having only a flipchart or projector in a meeting space is not acceptable. Meeting planners tend to think that amenities such as Wi-Fi access or LCD TVs are not vital for a meeting. Well, we're here to dispel that misconception. Since you will likely have some breaks during the meeting or may hold a brainstorming session, you need to keep your audience's interest at its peak. Whether it's by providing enough bandwidth for your attendees to access the internet to look up relevant information or having a heater or AC in your meeting room, these seemingly trivial elements of a venue can largely affect the perception of your attendees and your performance at the meeting.

You'd probably like to host a stress-free event where you don't need to worry about the audiovisual equipment being in place or your attendees not having Wi-Fi access. To avoid such uncertainties, it's best to inquire about the amenities of the meeting room with your venue manager. Remember to also consider disabled facilities if you haven't met your attendees prior to the meeting.

Venue Location

There's always an ideal meeting space with excellent accessibility in D.C. While it's not hard to commute using the metro or underground in the capital, you'll still want to ensure that the meeting space has adequate road and rail links for your guests to get there conveniently and on time. Steer clear of spots that are located on the outskirts unless most of your attendees are from there. The ideal meeting space will be located in a suitable location with great access to transportation but in a rather quiet area to not disrupt the event. If you pick a faraway location, expect attendance and participation to be on the lower side, and if your guests are traveling overseas for the sake of this meeting, check whether they'll have a direct flight from their countries. You wouldn't want your guests to be out of breath once they reach the meeting location! 

Food and Drink Options

If you're holding a lengthy discussion, we recommend finding a meeting space that can accommodate your catering needs. Many meeting spaces will provide refreshments along with a menu that caters to specific dietary requirements. In-house catering is definitely a plus after a long meeting, as most people are likely to need a rest and head to their hotels and homes right after the event. For example, renting a meeting room at a restaurant and hotel is excellent as you won't have to worry about leasing another venue for the dinner. Consider having a buffet at the venue for your guests during lunchtime or offering some refreshments followed by a full-course dinner after the event.

Size of the Meeting Room

Size matters. One of the main things to consider when going on a venue hunt is the capacity of the meeting space. The preferred venue should suit your guest count so that the room isn't overcrowded. If you're holding a seminar and having more than 50 guests over, don't think about renting a micro meeting room. Your guests will surely feel uncomfortable and want to leave the event ASAP. Make sure that the meeting room features enough seating for your event. Consider renting a conference room or even a conference hall if you're anticipating a large number of participants. You also need to take the layout into account, along with other options such as breakout rooms, depending on the nature of your event. For instance, if you are having a one-on-one meeting, it's unnecessary to rent a full boardroom. Better keep it classy by holding it at a sophisticated and cozy meeting space, whereas for training sessions, you may want to hold the event at a space that allows you to have a classroom seating arrangement. So be careful not to compromise on the size for the price or decor of the meeting space.

If you need more help with meeting room layout, check out our Seating Arrangement Guide!

Entertainment Options

They say entertaining your partners is another way to seal the deal. You'll undoubtedly learn a few things about your counterparts if you take them out for a few shots or a slice of the best pizza in Capitol Hill. It's crucial to add some entertainment options that are in line with your brand's image. Once you're in a more relaxed environment at a restaurant or bar, your guests are likely to feel more comfortable with you and reciprocate your offers or ideas. This is an opportunity to learn more about each other and to actually use the occasion to shed some light on your business perspective. By providing both entertainment and backup information about your skills and brand values, you enhance the position of your company! Just make sure not to get drunk and stay professional, even in an informal set-up. When searching for a meeting venue, keep in mind to check the surroundings so you don't have to travel far for the post-meeting entertainment.

How to Host a Successful Meeting in Washington, DC

Now that you know how to select your next meeting spot, let's move to the essential stuff: meeting planning. So, how do you go about hosting a successful event in D.C.? Is it just the right visuals and content when presenting your company, or is it more about engaging your audience through conversations? Does it matter whether you start and finish on time, or is it irrelevant? With so many things to ponder, you might worry unnecessarily about the meeting. It's best not to overburden yourself, follow these guidelines and keep it simple.

Start and End the Meeting on Time

Never assume that your attendees' time is not precious. It's essential to pay attention to every element of your meeting and stick to your schedule. For instance, spend no more than 20 to 30 minutes on the presentation and avoid staring at the screen. It's important to engage your audience by interacting with them; otherwise, they may quickly get bored and leave the room or cut the meeting short (that's why it's important to check the meeting room layout and facilities before booking as they can help out with attendees' participation!). It's better to end slightly earlier than late. Do not drag on the meeting even though you may feel like you need more time to make your point. It's best to schedule another meeting rather than make the attendees feel like they've been taken hostage. It's also crucial to facilitate the meeting by encouraging your staff to participate in the conversation. Keep track of the time spent on all the things covered during the meeting.

Use a Template 

You'll find numerous free templates for planning meetings on the internet. Once you prepare a meeting, use the template for the next sessions and adjust the goal and guest requirements accordingly. You won't need to plan everything from scratch, and it will be easier to organize the meeting.

Select the Attendees 

A lot of time is wasted on unproductive meetings in the business world. People spend an average of 30 hours in pointless meetings every month. That time could be spent on more useful things, such as project planning. Make sure not to invite more people than needed just to fill up the room. If you need to keep the number of guests to 6, there's no need to invite more people who won't bring any value to the discussion. Invite individuals who can help the meeting achieve its initiatives and goals. Confused? Use the famous Bezos "two-pizza rule" and invite only the required number of people that two pizzas can feed!

Send the Invitations and Agenda

Okay, so you've already defined the purpose of the meeting and decided who should be invited to the event. Now it's time to set the agenda and send those invites. Your agenda should include the following elements: 

• List of attendees and guest speakers (if any) 
• Items of discussion
• A possible plan of action
• Amount of time allocated for every list item
• Date and time of the meeting
• Location of the meeting - it's important to provide the exact address 
• Pre-work requirements, such as assignments or readings needed for the event

Once you've set the agenda, it will be much easier to keep the meeting organized and carry it smoothly. You'll also be better prepared to address every issue on the meeting agenda once it is set. As a rule of thumb, send the agenda at least a month before the event, particularly if your guests need to travel to the meeting location. This way, everyone will have sufficient time to prepare for the meeting.

Ideas to Try When Hosting a Meeting in D.C.

• Connect with your audience by telling a personal story. From Simon Sinek to Amy Cuddy, everyone uses this technique to get the attendees to relate to them. 
• Engage your attendees throughout the meeting - ask questions and get to know them. Feedback and opinions can help you connect with them in no time.
• Use visuals. Listening to someone talk for an hour can get pretty dull. Try to jazz things up by utilizing visuals and videos when presenting. Make sure you can present what you've planned in the meeting room you've booked!
• If possible, ask attendees to help you with the content.
• Surprise your guests with a famous guest speaker.
• Hold a brainstorming session to encourage the attendees to come up with new ideas.
• Rent a unique meeting space that will keep the participants engaged. For example, instead of a regular conference room, rent a coworking space.

Once you've covered all the aspects of the meeting, it's essential to propose a follow-up or course of action on which your company will start working. You may also suggest another meeting to work on the proposal. Good luck sealing that deal!