A Quick Guide to Renting The Right Executive Meeting Room Rental
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A Quick Guide to Renting The Right Executive Meeting Rooms

A Quick Guide to Renting The Right Executive Meeting Rooms

Are you looking for a reliable, fully-equipped, and strategically-placed executive meeting room for your next corporate or business event/meeting? If yes, you have come to the right place. In today’s ever-busy and complex business world, the concept of an office, boardroom or a meeting room has dramatically changed. Gone are the days when a client had to travel miles or fly across the globe for a two-hour meeting. Nowadays, you can meet at a place that works best for both you, and oftentimes that means renting an executive meeting room.

Here is a top-down guide to renting top-notch corporate meeting spaces.

First Things First: What Is an Executive Meeting Room Rental?

Whether you are starting a business, traveling for business or just need to maintain a professional appearance, you might find yourself wanting a space to hold an urgent meeting. That’s where an executive meeting room comes in handy.

It is a space or office where you can rent to hold your corporate events or meetings for a given period which could be hours, days or even weeks. You have to book it early enough because they get snagged pretty fast.

A great executive meeting room rental in Mississauga should be fitted with conventional conference room fixtures such as video screen, conference phone, boardroom-size table, elaborate seating, and microphones. Most of them offer catering services as well as maintenance. It is a no-brainer for a reputable provider of meeting room rental to include free internet connectivity among the perks.

What to Look Out for in the Best Executive Meeting Room Rental?

In today’s competitive business environment, it is important to host your corporate events and meetings in a professional setting. For the best results, you want a conference space that comes with state of the art equipment to facilitate your business pitch and meeting.

The truth, however, is that not all conference centers in Mississauga are created equal. Picking the picture-perfect meeting room to rent might seem easy and straightforward, but you can end up making a decision that’ll cost your business a ton of money. What to keep in mind when looking to book the right meeting room rental?

5 Crucial Things to Consider when searching for the Right Event Venues in Mississauga


#1. Facilities Offered

When hunting for the best banquet halls in Mississauga, you want to know what the facility has to offer you. If certain services or amenities do not come in the initial cost of the meeting room rental cost, you might have to include them in your budget. With that said, a few essential facilities that a meeting room rental should provide include working printers, reliable event wifi, video conferencing capabilities, food & catering, telephones, and so on. Depending on what your meeting requires, you can inform the provider about the types of equipment you will need.

Another important factor that you need to consider when it comes to facilities is on-site support. On-site caterers or IT staff, for instance, can take a huge pressure off of you. You see, the last thing you want to face is an equipment failure right in the middle of an important meeting and there’s no IT support on standby. That is why you need to think about the kind of support you might need for your meeting rental before you choose a site.

#2. Meeting Room Environment and Ambiance

Not all corporate and business meetings are created equal — and so should be the meeting room rental you choose. Your corporate events could be pre-cons, training, retreats, post-cons, or team building meetings. In the ideal sense, you need to select a meeting room that complements and accentuate the nature and elements of your meeting.

While you want to save a little money, don’t sacrifice meeting room atmosphere, amenities, and ambiance for the sake of saving a few bucks. More importantly, you want to think about the clients you are planning to meet. Are they professional, partners or casual teammates? Select a meeting room rental in Mississauga that projects what the clients want — be it professionalism, casual or both.

If it is a conference, workshop or a corporate event that lasts for the better part of the day, you want to pick flexible executive meeting room rental that offers on-site catering and relaxation lounges. Are you going to make a presentation during the meeting? If that is the case, you’ll want to ensure that your event venue comes with appropriate technology and equipment to make sure that everything goes without a hitch. Oftentimes that means you will need a meeting space in Mississauga with A/V system, reliable projector, and more. What’s more — you also want to consider the size of the meeting room and lighting options to fit your presentation needs.

#3. Convenience, Lifestyle, and Accessibility

Do you want a meeting space that’s close to an airport, bus terminal, highway or the interstate road? The thing is that not every meeting room rental will be in the most strategic place for your corporate event/meeting. However, it is wise to consider your attendees or clients when picking the right meeting room rental. This way, the clients or attendees will not arrive at the meeting late or exhausted. If anything, you want to make the travel as effortless as possible for the attendees.

Moreover, you want to make sure that the venue has accessible parking as well as check the availability of public transport. The bottom line is that even if you’ll save money by choosing a meeting room rental that is a bit far away, it could be a hassle for the client to get around to it.

And that isn’t all to consider when it comes to accessibility and convenience. Do some of the attendees require additional physical accessibility? Are there physically accessible accommodations close by? Is there a handicap ramp or elevators within the premise? All these nuggets of information might not be apparent; that’s why it pays to ask the meeting room provider many questions as possible.

#4. Payment and Actual Cost

Perhaps one of the most important things to consider when searching the best meeting room rental in Mississauga is to figure out the actual cost. Start off by taking a look at the often-forgotten meeting planning expenses. Are you going to set up the meeting room? Are there strike and setup charges that could possibly inflate your event budget? Are there additional tax costs you may want to think about? Before signing on the dotted line or clicking “book” online, you want to take a top-down look at the exact costs of renting a particular event venue.

More than that, you want to keep in mind the payment terms and conditions. Do you have to put down a huge deposit for the meeting room rental? If yes, how does the provider’s rate compare with those of the competitors? Think about: when are you supposed to remit the balance? Is it prior to, during or after the meeting?

What are the payment methods do the provider offer — check or credit card? Will there be additional credit card processing fees included in the payment? Knowing when you will need to pay and how much are two key elements that will help you choose the right meeting room rental for your particular budget.

#5. Reputation

Is the meeting room rental reputable? You want to hold a corporate event or meet your client/potential investor in a venue that has a good track record. How does your client feel about the venue?

Remember event venues in Mississauga vary from provider to provider, but one stands out among competition: Whitehall Offices.

About Whitehall Offices: A Class Apart from the Rest

Whitehall is the premier co-work, workshare and executive meeting rental provider in and around Mississauga. At Whitehall, our aim is to accelerate your success through the provision of world-class business services and professional, dedicated staff, while fostering a community of members who support each other’s growth.

What can you rent Whitehall Executive Meeting Room for?

Quarterly/Annual Corporate Meetings

Whitehall offers some of the most sought-after event venues in Mississauga. Every meeting room for rent comes with advanced equipment and facilities that are spot on for annual or quarterly corporate meetings of all kind.

Business Networking Events

With on-site caterers, ample meeting spaces, convenient parking, and much more, Whitehall meeting rooms are ideal for modern business networking events. It doesn’t matter if your event is small or big, Whitehall has got you covered.

Home Business and More

Are you an independent business looking for a professional or executive meeting room to meet your clients or hold an event? If yes, look no further than Whitehall Offices. They offer everything an independent lawyer, consultant, architect or writer needs to hold a professional meeting — and then some!

Why Choose Whitehall Meeting Room Rental?

Free WiFi

Whitehall offers ultra-high-speed internet connectivity in all meeting rooms, lounges, and workspaces. This way, you can sleep easy knowing that your teleconference or video conference meeting will flow without a hitch.

Convenient Parking

Are you planning to drive to the venue? That’s no problem. Whitehall has secure and ample parking where you can park 24/7.

Additional Services

Whitehall offers elaborate virtual office services such as a business address, mail service, phone forwarding other traditional office perks like printing and a business lounge.

Convenience at Its Best

Whitehall meeting rooms are conveniently located across from a plethora of restaurants, Square One Mall and just off the 403 highway in Mississauga, Ontario.

How to Get the Most out of Your Whitehall Meeting Room Rental?

If you have gone ahead and booked an executive meeting room rental at Whitehall Offices for your next corporate or business meeting/event, you might find yourself searching for ways to stay on schedule and on task as well as get a bang for your top dollar. To make the most out of your meeting room rental, keep the following tips in mind:

  1. Get to the Point

It is important to remind yourself that you’re on the clock. So, prior to the meeting, make it crystal clear to the attendees or the client what the meeting is all about. Once the meeting begins, spend the first 10 minutes or so brainstorming or going through the outline of the agenda. It should be clear-cut to everyone why you’re there.

  1. Respect the Rules

If you have rented a meeting room to brainstorm, it is crucial to make the most of it. For an effective, productive meeting, make sure to set the ground rules right from the outset.

  1. Conduct a Site Pre-Visit

A reconnaissance will help you get to know the ins and the outs of the venue. This way, you will not spend the better part of the early morning fumbling through sitemaps. You want to know where restrooms, helpdesk, and whatnot are beforehand.

  1. Begin on Time and End Early

One of the most frustrating things about meetings is a late start or a late end. You must realize that your clients’ or attendees’ time is extremely valuable. If you want to keep the client focused, happy and on-point, be sure to start right on time and finish early enough.


For more information visit whitehalloffices.com and book your space in Mississauga.

Your satisfaction is our pride.

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