11 July 2025

Read our 10 essential factors to consider for a successful meeting room set up, with advice on everything from meeting room layouts to the right location.

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10 Factors To Consider When Choosing A Meeting Room

Meetings are still an essential part of any business dynamic, with one study by Stanford Business School showing that in person meetings generate up to 20% more ideas than virtual meetings. Getting face to face with colleagues, clients and customers encourages communication and collaboration in a way that on-screen catch ups can’t quite match;.

So, if you want to make the most of the time you have, choosing the right meeting room set up ought to be a priority. Here’s our run down of what you need to be thinking about when it comes to finding the right meeting room to ensure productivity is at an all time high.

1. Size

Choosing a large or a small meeting room obviously depends on the number of attendees, but matching your meeting room size as closely as you can to your needs is the first step to a successful meeting. Too big and there will be no atmosphere, too small and people feel cramped. Define the purpose of your meeting and estimate numbers to help you decide.

• Small - a small meeting room is ideal for interviews, small team meetings, or one-on-one consultations and are best for between 2 to 6 people.
• Medium - Perfect for training sessions or departmental meetings with around 7 to 15 participants.
• Large - Suited for larger team meetings, presentations, or conferences of about 16 - 50 delegates. Large meeting rooms will have adaptable seating arrangements and meeting room layouts to support your event
• Extra-large - If your meeting exceeds 50 people, you’ll need multi-purpose rooms fit for seminars, workshops, or company-wide events with high-spec equipment to facilitate your goals

At Colony, we have a huge choice of meeting rooms and sizes to cater to all groups and types of meetings, and designed to enhance productivity and engagement.

2. Layout

Your meeting room set up is just as important as the size. You want to make sure the space flows in order to influence interactions, participation, and the overall effectiveness. When you book a meeting room at Colony, we can show you our selection of meeting rooms, and how we are able to adapt them to fit your requirements. Some meeting room layouts that might work for you include:

• U-Shape Layout - Great for training sessions and face-to-face interactions as it encourages open communication and engagement
• Theatre style - Best suited to presentations and lectures where information flow is one-sided, and audience members aren't required to interact with each other
• Classroom style - Good for training sessions so people can take notes or when AV equipment and large screens are being utilised
• Boardrooms - Perfect for formal meetings or interviews, when equal participation and direct communication is needed
• L-shape - This versatile shape allows flexible use so you can adapt the meeting room set up for a range of purposes, from video conferencing to team-building

3. Facilities

When you rent a meeting room for a day, you want a seamless and productive session. Always check the facilities that come with the meeting room so you know they align with your requirements. Some are non-negotiable and some are more of a luxury. Meeting room amenities to look for are:

• Temperature control - To keep the environment comfortable, ask about temperature controls and air conditioning
• Lighting - Natural light is often a preferred choice but adjustable lighting options for presentations are also important
• Power - Accessible power sockets and Ethernet cables are crucial for keeping devices charged and connected so you may want to find out how many are available
• AV and display equipment - Stay equipped with AV tools, high-speed internet, and interactive displays for dynamic presentations
• Video conferencing - Utilise video conferencing technology and large screens for effective remote collaboration
• Furniture - Comfortable seating isn’t just preferable, it helps maintain focus and reduce fatigue in long meetings

Colony meeting rooms come with all the mod cons and necessary facilities to make your meeting a productive and stress-free experience.

4. Technology

Technology plays a critical role in your meeting room set up. Depending on the type of meeting you’re organising, you may need some or all of the following:

• Broadband - It’s a given that you’ll need fast and reliable Wi-Fi, especially for virtual meetings. All Colony meeting rooms come with superfast broadband as standard
• AV equipment - Essential for presentations and clear communication. Look for rooms equipped with projectors, speakers, and microphones.
• Presentation equipment - From laptops to clickers, find out if the room can support presentations or if you’ll need to bring some of your own equipment
• Screens - Large screens or smart TVs are ideal for video conferencing or displaying key information during meetings
• Video conferencing tools - High-quality cameras and video conferencing options are useful for anyone attending remotely

5. Cost

Cost may or may not be a deciding factor but it always helps to know the price to rent a meeting room for a day. You can organise budgets accordingly and plan in any extras you may need. Even if you’re after a luxury meeting room, understanding what is included and exactly what you’re paying for will help to determine if you’re getting value for money or paying over the odds.

Check there are no hidden fees and find out what the cancellation policy is. You might even get discounts for block bookings or if you’re a member of the building. Colony members get discounted rates on all meeting rooms whether they have a private office or a dedicated desk.

6. Location

Location is pivotal in ensuring a successful event. These are some of the key considerations when planning where to have your meeting:

• Public transport - You want your meeting room to be easily accessible for everyone. So nearby public transport links are vital
• Car parks - For anyone driving, ensure there are car parks nearby
• Natural light - A meeting room that’s located in a spot with good natural light can help to improve focus and creativity
• Nearby amenities - Having some good lunch spots or after-work bars to unwind in afterwards can be a real bonus
• Local area - A meeting room in a vibrant and lovely area will set the tone for your event, and support a collaborative and enthused experience

All Colony meeting rooms are located throughout Manchester in some of the most popular and well-connected neighborhoods, making them a great choice for productive meetings and exciting get togethers.

7. Flexibility

Flexibility can be a real selling point when looking for a meeting room. Not everyone wants to rent a meeting room for a day as it’s just not cost effective or a productive use of time. In fact, that’s why many businesses now use coworking spaces rather than pay a premium for offices with meeting spaces they only occasionally use.

Finding a venue with hourly meeting room rental provides much greater choice alongside several other benefits:

• Cost-efficient - Rather than pay for time you don’t use, you’ll only pay for the time you actually need the space for
• Last-minute bookings - When things crop up unexpectedly, having the option to book a room quickly can be a lifesaver
• Choice - You may have morning meetings with the whole team and afternoon 121s requiring different spaces in the same day

8. On site support

When choosing a meeting room, the on-site team can be invaluable in ensuring the success of your event. Whether you're hosting a training session, conducting interviews, or planning a new launch, Colony’s community team can help assist with various needs.

• Technical assistance - Before our meeting, the on site team can get all AV equipment and technology ready to make sure everything runs smoothly
• Logistical support - Seating arrangements, meeting room layouts and furniture are all organised as per your requirements
• Amenities - The team can set air conditioning and temperature controls your specifications and coordinate any catering, advice on public transport and parking facilities and give you a tour of the building so you know where everything is
• Booking - Even before your meeting, a dedicated member of our team will help you to choose the right space and go through the booking process

9. Accessibility

If you have people coming to your meeting who need accessible spaces, make sure you take this into account before booking. Think about how everyone will reach the meeting room and the proximity to amenities like toilets, kitchen areas or breakout spaces. This ensures that your meeting is hassle free for everyone.

10. Extras

You might just need a small meeting room for an hour each week to check in with staff or be happy to book a large meeting room for scheduled weekly meetings. For those times that you need something a little extra, choosing a meeting room that gives you more comes in really handy. At Colony we have our own podcast studio, so if you need a meeting room to hash out your podcast ideas and a studio to record your episodes in, we’ve got it sorted. We also have two beautiful roof terraces to give your audience a meeting they won’t forget or to celebrate achievements after a whole day conference. Finding a space that can accommodate all of your business needs just makes life a lot easier.

Meeting rooms at Colony

Colony is a collection of coworking spaces based across central Manchester. All of our purposefully designed buildings come with meeting rooms in a massive choice of sizes and styles. From small occupancy rooms to large theatre style conference rooms, we can accommodate businesses and events of all shapes and sizes.

Talk to our events team who will match you with your perfect meeting room today, or join a Colony coworking space and get access to all of our offices and great discounts on meeting spaces.