Many modern small businesses are able to operate remotely. The ongoing COVID-19 pandemic has forced businesses to allow employees to work from home, meaning that they have very little or no use for leasing office spaces on a long-term basis. But that doesn’t completely eliminate the need for boardrooms. While an increasing number of companies are taking advantage of virtual meeting applications, there are still some instances in which you may need to hold in-person physically distanced conferences with employees and clients. Based on your specific needs, finding the right boardroom can be challenging.

With that in mind, here are eight factors you should consider when looking into boardroom rentals in Mississauga.

Meeting Room

1. Convenient Central Location

Just like in real estate, one of the most important factors when renting a boardroom is location, location, location. You want to make sure that the boardroom rental is centrally located and easily accessible via any mode of transportation, so that all attendees can find it easily. Public transit and parking should both be viable options no matter where you choose to hold your meeting.

2. Boardroom Layout and Size

The size and layout of the boardroom also matter and should accommodate the number of attendees, furniture, place settings, and technological equipment you’ll be using during your meeting. Conventional boardrooms tend to be long and narrow. While this is certainly aesthetically pleasing, it makes it difficult for attendees to communicate with one another without speaking loudly and straining their vocal cords.

Of course, given the fact that we’re in the midst of an ongoing pandemic, you do need to make sure that proper physical distancing practices are in place. U-shaped tables in wider rooms are usually the best option for ensuring optimal communication. Just keep in mind that for the time being, it’s probably best to keep at least one empty space between attendees. You should also double check local government mandates to ascertain how many people you can legally have in attendance at your meeting.

3. The Right Ambience

Boardrooms that feature an abundance of natural lighting and a nice view of a city skyline typically motivate people to work harder and stimulate productivity. Natural lighting, along with a little bit of greenery such as plants, have also been proven to uplift people’s moods and increase oxygen flow throughout the workspace. Add a few colourful and bright paintings, and you have the perfect workspace to boost employee morale.

Generally speaking, the workspace makes all the difference. Employees who feel good in their work environment are far more likely to produce higher quality work than those who don’t. Choosing a boardroom with the right ambience makes a world of difference.

4. Amenities Offered

Amenities are extra features, items, or services that come with boardroom and conference room rentals in Mississauga and other places. These can be anything from snacks and refreshments to full-on catered meals depending on how long your meetings are expected to run. They can also include access to a breakroom, kitchenette, or a clean bathroom.

Surrounding amenities in the area should also be considered. In the event that you want to treat your staff or clients to a meal, check to see if there are any restaurants or other amenities nearby. Some office rental companies even offer onsite high-end catering services for the sake of convenience and cost-efficiency.

5. Thermostat Control

You want to make sure that you and your guests are as comfortable as possible. Having access to the thermostat allows you to set the temperature according to your needs and preferences. If it gets too hot or too cold in the meeting room, this can obstruct concentration and productivity as your attendees will have a hard time focusing on the matters being discussed. Adjusting the temperature according to the current outdoor climate will ensure the utmost comfort for you and your guests.

6. Availability of Office Supplies and Equipment

Business meetings should have some type of visual component to ensure that your guests are retaining the information you’re presenting to them. High-end boardroom rental companies in Mississauga should provide proper furniture including tables and chairs to accommodate your guests. However, some will even go the extra mile and provide you with technological equipment such as screen projectors, laptop computers, tablets, whiteboards, and conference calling devices, so you can contact anyone who can’t physically be at the meeting.

You even have the option of providing branded pens and notebooks, so that attendees can take notes throughout the meeting.

7. Boardroom Rental Cost

Organizations of all sizes need to take the cost of renting a meeting or boardroom into consideration. Do your research and look into a few different boardroom rental options in Mississauga to make sure you find the right one that suits your needs and fits within your budget. Some boardroom rental companies conveniently offer hourly, daily, weekly, and monthly rental packages, so you only pay for the time that you use, no more and no less.

8. Level of Privacy

Business meetings should be kept confidential at all times. A lot of the information discussed in boardrooms is proprietary and specific to your business endeavours. The last thing you want is for other people to be able to eavesdrop on your meetings and potentially steal your ideas. Moreover, you should be able to hold your meetings with as few distractions or disruptions as possible.

Make sure the boardroom that you rent out has proper soundproofing, doors that lock from the inside, and that it’s located in a private area of the building with very little to no foot traffic.

Are you looking for a boardroom or office space for rent in Mississauga?

You’ve come to the right place. Innovative Professional Offices is one of the leading office space and boardroom rental services in North America. We offer a wide range of flexible rental packages and office suite options in Mississauga and Ottawa. Our fully furnished office spaces are perfect for small- and medium-sized businesses that are looking to expand their operations. Contact us today to book a tour of our premises.