Business conferences are excellent opportunities to unite people in a collaborative and educational environment. Businesses can showcase and share their expertise in a field, while attendees can network and build meaningful partnerships.

Hosting a successful business conference relies heavily on selecting the perfect venue. It will determine the number of people who can visit, the area available for presentations, and the resources for extra functions or services like breakout spaces or catering. Whether you're searching for affordable Melbourne meeting room hire or a Sydney boardroom, finding a space that meets your requirements is crucial!

In this article, our specialists at workspace365 will share six of our top tips to help you hire the ideal meeting room for your small to large business conferences across Australia.

1. Define Your Requirements

Before you begin your search for the perfect conference room in Brisbane, Melbourne, or Sydney, take a short moment to jot down your requirements. 

Consider the size of your event, the necessary amenities, and the conference's purpose. While all of this information might be floating around your team, putting them to paper will help you narrow down your options and find the best fit, whether it's an expansive, professional boardroom or a quaint meeting room for hire. Additionally, think about the desired atmosphere, any specific technological requirements, and whether you'll need on-site support staff during the event.

2. Location and Accessibility

Choosing a central and easily accessible location is crucial for your attendees. For example, if you're searching for a conference room hire in the Sydney CBD, ensure that the venue is close to public transportation stops and has ample parking available. If you’re planning an event that will likely run for a couple of days, such as workshops and lectures, some nearby amenities, such as restaurants, hotels, and attractions for post-conference networking or entertainment, will also be appreciated by your guests. 

Think about the safety and walkability of the area, too, as well as accessibility for any attendees with disabilities or special needs.

3. Evaluate the Meeting Room Layout

The layout of your meeting room should be suitable for your conference's agenda and activities. Ensure there's enough space for attendees, and consider whether you need additional breakout rooms for smaller group discussions, resources for brainstorming, and audio-visual technology for presentations. 

Different room layouts may be necessary for workshops, presentations, or networking events. Don't forget to check for comfortable seating and any unique features, such as outdoor spaces or rooftop access, which could set your conference apart.

4. Check the Room's Acoustics

Good acoustics aren’t just important for musical performances; they are also just as essential for effective communication during your event. 

When considering which conference room to hire in Melbourne, Brisbane or Sydney, pay close attention to the room's acoustics to minimise external noise and distractions. Soundproofing and high-quality audio-visual equipment will also significantly impact the overall experience. Also, inquire about any recently completed renovations or nearby construction that could affect noise levels during your conference.

5. Flexibility and Booking Policies

When hiring a boardroom or meeting room, take note of the venue's cancellation and rescheduling policy just so you are covered if the worst should occur. It's also helpful to know if the booking period can be extended or shortened, or if this would clash with prior bookings and incur overtime charges. Certain venues may also charge certain set-up and break-down costs, or perhaps even a fee to allow partnerships with outside vendors.

Having a clear understanding of the venue's policies and potential extra costs can help you avoid surprises and stay within your budget.

6. Compare Prices and Value for Money

As with any business decision, you should always collect detailed quotes from multiple venues and compare the overall value based on the amenities and services provided. While budget constraints may be in place, be careful not to sacrifice quality for cost – a successful conference can lead to future business opportunities and positive word-of-mouth regarding your brands. 

When comparing prices, consider the included amenities, services, and any potential hidden fees as described above. This will help you make a well-informed decision and ensure you get the best value for your investment.

Find Quality Meeting & Conference Rooms for Hire Across Australia with workspace365

At workspace365, we have a selection of meeting rooms, mediation spaces, conference areas and boardrooms available across some of the most prestigious buildings in the CBDs of Melbourne, Brisbane and Sydney. Each space is perfectly equipped to handle events of all sizes, including:

• Open from 8:30 am to 5:30 pm
• Providing tea, coffee, and filtered water
• Access to relaxation zones and executive lounge
• Phone answering and administrative support
• Fast internet connectivity
• Audio-visual presentation equipment
• Protected parking facilities
• Whiteboards for presentations
• On-site shower amenities
• Conference call phone (local calls included)
• Comprehensive front desk services

Book a tour in your city or contact us for more information today.