There’s nothing wrong with using your own office as a company meeting space, but there are times when it’s not the best choice. This is true particularly if you’re having a big meeting with a large number of participants that your office can’t possibly accommodate. This is also the case if you’re having a meeting with a VIP client or investor that you want to impress.

The question now is this: how can you choose the right company meeting space to rent? There are several important things you can look into before plunking down your money, and these include:

  1. Ambiance

You don’t want to hold your meeting in a place that looks less than modern. Because of this, it’s important to visit the area personally before booking it so you can see it through your own eyes and get a feel of the place. As much as possible, it should be located in a quiet and relaxing place with lots of nature views. The conference room itself should be clean, neat, and odor-free, with attractive interior design that should somehow match your brand image.

  1. Capacity

This is an important factor to check particularly if you’re having a large meeting. Take a look at the conference rooms available and find out how many people they can accommodate. Don’t forget to consider the seating arrangement you’d like for your meeting. If you’re meeting with a handful of clients, you’ll probably want to go for a boardroom-inspired arrangement; if you’re meeting with several branch managers, you can opt for a theater or classroom arrangement. Remember: each seating arrangement can accommodate a certain number of people, so speak with the venue owner or manager to ensure that you can fit everyone on your guest list.

  1. Accessibility

You don’t want your employees or VIP clients to get lost on their way to your meeting. Because of this, it’s important to choose a venue that’s easily accessible from almost anywhere, whether you’re driving your own car or using public transport. For instance, if you’re looking for a company meeting space near Fort Wayne, choose one that’s centrally located and is an easy destination from the Fort Wayne metropolitan area and the surrounding cities.

  1. Services and Amenities

Your meeting venue should help you prepare for your event instead of leaving you doing everything on your own. Will they provide you with the appropriate seats and tables for the seating arrangement you have in mind? They should then be able to lay out the furniture before your meeting? Will they also provide you with audio-visual equipment and set up these items for you? Ideally, the answer to these questions should be “Yes”.

  1. Cost

Unless you have an unlimited budget, you’ll want to take a close look at the costs involved in renting your meeting space. Ask for a written quote and read it thoroughly to check for any suspicious charges. Of course, make sure that the price on the quote is all-inclusive and is the exact amount you have to pay; you don’t want to end up with nasty surprises on your bill! If you’re using the venue’s on-site catering service, ask if it would be included in your venue rental bill or if you’d be billed separately for it.


Keeping these factors in mind, we hope that you decide on Oakwood Resort as the best company meeting space!