Meeting Rooms for Rent in Toronto

“This meeting could have been an email,” is a dreaded phrase for both meeting organizers and the attendees. Nevertheless, emails or other text-based communication are a great tool for getting work done on many issues, but very often, they can’t replace a meeting. Even a short face-to-face conversation (even if it’s virtual) may bring quicker and better results and make your work more effective than the email exchange. What’s important is to use the meeting in the most efficient way. 

How to increase the impact of your next meeting

First off, start with three simple questions: why, who, and what.

Clearly specify the reason for the meeting and why it’s needed. Think about what kind of a meeting is necessary for the problem you will be solving during it. Whether this will be a discussion, a brainstorming session, or maybe a team-building one, your next preparations will depend on the type of meeting you decide on. Whatever the reason for the meeting is, make it crystal clear and write it down.

Carefully consider who you will invite to the meeting. Set out a list of people that are necessary to achieve the goal you’ve set out. Think about who could benefit from the meeting and whose knowledge and experience might be invaluable for the discussion. Be considerate of people’s time as well and don’t invite those who aren’t really needed at the meeting. If you want to use professional insight, consider inviting the expert for only a part of your discussion. When debating on who to invite, aim for a smaller group. With fewer people, it’s easier to avoid arguments and unnecessary discussion. With fewer people attending, it’s easier to draw constructive conclusions that will satisfy all the participants. Your teammate might be your best work buddy, but don’t invite them just to be your emotional support.

Once you know why you are in need of a meeting and who will come, give some time to carefully think of what you’re going to do during it. Creating an agenda is necessary for successfully reaching your goal. A clearly written agenda should list each part of the meeting, allowing attendees to stay focused on the topic at hand. Think about how long the meeting should take as well. Don’t worry, the agenda is not the same as the programme. You can focus on the details later.

What to do to start getting ready for your meeting

Write a detailed plan. You already know what you want to do during the meeting, but now think about how you will work on each of the points. Think about what is needed for your work to be most productive and whether you need some special equipment or tools for each part of the meeting. Set time frames for each segment and remember to schedule breaks as well. After you write the programme down, look at it critically: will you be able to work through it within the set time frame and with the people you’ve planned to invite? It may be better to schedule a few shorter meetings and work through them more effectively than carry out an overloaded session that will bring small results.

Send out the invitations and ask for a confirmation. Add the agenda to the e-mail as well. This way people you’ve invited will know what the meeting is about and what they can expect during it. It will help them decide whether they will come or not. The confirmation will let you know who will come for a meeting and if you will be able to carry out your plan. Letting participants know of the agenda before the meeting will also help everyone stay focused during the meeting, boosting the results. Send out also any reports, documents, or materials you would like the participants to go through before the meeting. If there’s anything you would like them to prepare, make it very clear in your message so they won’t be surprised once they come to the meeting.

Prepare for the meeting. All the points we’ve mentioned above are important, but if you will come into the meeting and won’t be able to deliver your part, then it won’t look good no matter the other preparations. By being prepared yourself you will show other attendees that you respect their time and appreciate them coming and taking part in the meeting. Think about what you need to bring to it as well. Check out the equipment and software you’re planning to use so it will work with no problems. Prepare a backup in case anything breaks down. If you’re planning to go through any documents during the meeting, don’t assume everyone will bring them on their own, even if you’ve sent out all the materials beforehand. Prepare a few copies to have them at hand.

Remember about the follow-up. Plan what will happen after the meeting ends. It’s a good idea to send out a summary or minutes to all the attendees. Make sure everyone knows the conclusion of the meeting and the next steps. If you’ve scheduled another meeting make sure you put all the necessary information about it in the follow-up.

Boost the productivity of the meeting. 

Make the most of your meeting and optimize it even further in a few easy steps.

• Assign roles. The meeting will go much smoother if everyone knows exactly what they are doing. Choose who will be a facilitator to guide the discussion and make sure everyone follows the agenda. A scribe is necessary to note down all the key points and decisions that have been made during the meeting. Scribe will also help with preparing the follow-up. A timekeeper assures you stay within set time frames and don’t devote too much time to unplanned points. A decision-maker is responsible for making the final decision, based on all the raised voices and concerns. Informed participants will contribute to the meeting, keeping the discussion going.

• Use technology. There are many great tools and apps you can use during the planning process as well as in the meeting. Visual tools may come in handy when trying to grasp the attendees’ attention. Technology can help you if you would like to invite an expert or gather employees from different branches of your organisation. If you would like the participants to use special apps or tools during the meeting, make sure they are familiar with them or have somebody explain the usage to them.

• Arrange seating plan. The right seating arrangement will improve the productivity of your team and help bring better results. For ideas on how to best organise it visit our blog post on event seating arrangements.

How to decide on a meeting space

The location of the meeting can play an important role in its success. Here at Tagvenue, we specialise in helping our customers find great spaces, that is why we’ve prepared a detailed list of what to pay attention to when choosing the right venue for your meeting.

• Tables or desks. Does the venue you’re looking at have a table with enough space for everyone? Participants might bring their laptops, phones, water bottles, documents, and other things. Be sure they can set everything out comfortably and won’t have to huddle at the corner of the table. If you’re planning to split the meeting into smaller groups or have everyone work individually, make sure there are enough tables or desks to use.
• Comfortable chairs. You’re probably going to sit through most of the meeting, so make sure the chairs are comfortable. You want people to pay attention to what you’re doing, and not get distracted by searching for the most comfortable position for sitting.
• Area for refreshments. Make sure there’s a place where you can prepare drinks such as tea or coffee and set out snacks. Preferably have it outside the meeting room, so you can draw a clear line between the working and break spaces. If you want to have a lunch break during the meeting, a separate dining area is important, so you don’t have to move your documents away to make room for food.
• Parking spaces. If you know your participants will come by car, make sure they’ll be able to park somewhere close to the meeting venue. Finding a venue in a well-connected spot might be a good idea to encourage a more environmentally friendly commute to the meeting.
• Ventilation. There’s no worse environment for a creative discussion than a room filled with stale air. A well-ventilated room will make the talks and brainstorming easier. Make sure the venue you have chosen has enough airflow or air-conditioning. 
• Light. Lighting is important, especially if you planned for the meeting to take a few hours. Natural light is best, but if you’re planning on using any screens or a projector it may not be the best option. You may want to look for venues that offer blinds or even ones without windows. If you choose the second option keep in mind that cool light improves alertness, mood, and productivity. You can look for spaces with combined lighting as well.
• Internet connection. If you’re planning to host a virtual meeting or a hybrid one, make sure the venue has a good internet connection.  Additional speakers and a good quality microphone will provide the best experience for all the participants.
• The area. One other aspect to remember when looking for a venue is to pay attention to the surrounding area. Is it loud? Are many people going to walk and talk in front of your doors? Are any emergency vehicles prone to pass the venue or maybe there’s an airport nearby? It may not sound important, but too much noise may affect the productivity of your team and cause them to lose focus.
• Design. It may not seem like a very important point, but if you’re careful about how the space looks it may help improve the perception of meeting quality. Depending on the type of business you’re doing, look for spaces that will reflect your professionalism or the vibe of your business.
• Cost. Look for a venue that you can afford. If your company has given you an unlimited credit card then don’t hold your horses, but be realistic about what you can afford. There are many affordable spaces that will still suit your needs.

Here are some venues you might find interesting:

• The Professional Centre offers multiple dynamic coworking spaces. With fully equipped rooms of various sizes available, you are sure to find just what you need for your meeting.
• Thinktank Workspace is great for meeting with your clients or business partners in small and private rooms or even brainstorming the next big idea with your coworkers in the collaboration area. The functionality of the rooms and their professional design will support your needs.
• INLifestyle will work best if you’re planning a creative meeting. This bright space offers a working area as well as a rooftop patio for the necessary break from the work. It’s customisable to fit your every need.

Meeting Rooms in Toronto FAQ

How much does it cost to rent a meeting room in Toronto?

The pricing may vary depending on the duration of the meeting, the size of the room, and the equipment and amenities available. Costs per hour may vary from as little as $40 for small rooms to $340 for an amphitheatre-style room. (All data from Tagvenue.)

Which Toronto neighbourhoods are the best for organizing a meeting?

The Financial District is where the corporate heart of Toronto beats. With many hotels and restaurants around, it’s a great place if the attendees of the meeting are coming from outside of town. The Distillery District draws crowds and is pedestrian-friendly, and with its unique architecture, it’s a fantastic spot for creative meetings. Well-connected Junction offers more relaxed-style meeting rooms.

What are the perks of renting a meeting room?

Renting a meeting room has many advantages. You can choose a location that will be the most convenient for the participants. Renting a room with all the equipment saves you the cost of buying it yourself. A rented meeting room may have better amenities than your regular office space. A professional set-up will help you set the tone you want for your business.

What is included in the price of a meeting room?

The pricing usually covers a set selection of technology, including wi-fi, flatscreen TVs, projector and conference call facilities. The meeting rooms may also have whiteboards and flipcharts. Some venues may offer additional kitchen space and break out space. Don’t hesitate to ask the venue manager for any additional facilities.