Why should I use a meeting room?

Over the last few years we’ve been more connected digitally than ever before, with Zoom taking the place of in-person meetings.

Meetings will always be key to keeping everyone in the loop, and tired with meeting colleagues via small screens, businesses are increasingly turning back to the traditional in-person experience, and more and more they are recognising the benefits of choosing a conference room away from the workplace.

The trend for meeting in public places, such as a coffee shop has been popular with freelancers, remote workers and entrepreneurs who enjoy a relaxed and informal environment. A regular supply of coffee and unlimited free meeting time have been the main advantages, but public spaces bring disadvantages too.

© Jacob Lund / Adobe Stock


Meeting in any public place, such as a coffee shop, means you don’t have exclusive use of the venue. You might find there isn’t enough space available, as you can’t book in advance.

There are no support services, so you won’t have access to a dependable, secure internet connection, or a printer. Anyone can hear what you have to say in a public space, and you won’t have the privacy to discuss any important business topics.

You will have to contend with noise and other distractions, especially if the coffee shop is full and there are people talking loudly, brushing past your table, or waiting staff going to and fro with orders. This could make it hard to concentrate during the meeting.

If you’re aiming to look professional, especially to impress a business partner or client, meeting in a public place isn’t the right way to go. A properly-organised meeting in a professional venue will speak volumes for your company.

Meeting room advantages

Booking a dedicated meeting space will give partners, clients and delegates a good impression of your company. You will be meeting in a professional environment, offering an excellent first impression from the moment they walk through the door.

Unlike meeting in a public place, a meeting room is available specifically for your use, with what’s said behind closed doors remaining private and confidential. There’s no need to worry about strangers eavesdropping, so sensitive information is safe within the meeting room’s four walls.

You’ll meet in a quiet environment, where there won’t be any distractions. Everyone present can focus on the business in hand, without being subjected to excess noise and people milling about.

There’s plenty of space for your company’s personal use, so you can plan ahead, depending on how many people are attending. You will know you have enough space to accommodate everyone in comfort.

Most conference rooms have WiFi, so delegates can use office equipment and smart devices during the meeting. The internet connection will be secure, so emails and other confidential communications won’t be at risk.

A modern meeting room will offer office support services, so if you need to print a document during the meeting, this will be possible. You will also have access to other equipment, such as a projector. Order catering, such as coffee and light snacks, to keep everyone happy during the meeting, however long it lasts.

All aspects of your meeting will be conducted in a professional atmosphere, so you can get down to business right away, without interruptions or distractions.

What should you look for?

When choosing a meeting room, you need one that works for your company personally. Flexibility is an attribute that’s often overlooked. Many venues will allow you to create a bespoke environment with features that benefit different types of meetings. For example, the tables and chairs can be arranged in theatre, classroom or U-shaped styles.

Your meeting room will also be accessible for people with limited mobility, such as delegates who use wheelchairs.

While conducting a business meeting is certainly possible in a public place, such as a coffee shop, you will find there are far more benefits to hiring a professional meeting room. Make sure your attendees can establish a true connection with each other by having the appropriate atmosphere. For the best venues, that are strategically placed around the UK, &Meetings can help. Our fully equipped, professional meeting environments can also include catering options. Give us a call on 0800 073 0499 to find out more about our full-service package.

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