Here’s How and Where to Rent a Conference Room for a Day (2024)

Conference rooms aren’t just for meetings. You can also use them for workshops, team-building events, focus groups, and other group activities. Some offices and coworking spaces may have conference rooms available on-site. However, if your office is lacking space, you may need to look elsewhere. Find out how and where to rent a conference room for a day.

Luckily, there are hundreds of great conference rooms available to rent on Peerspace! As the largest online marketplace for hourly venue rentals in the US and beyond, you can be certain that your ability to nab an incredible conference room near you is only a few clicks away. Just enter your location and see what pops up.

Each listing includes high-quality photos, a detailed description of the space by the local host, genuine reviews from past renters, and upfront pricing. And since these are hourly rentals, you can find a space that suits your budget minus any contracts or memberships.

Throughout this article, we’ll include photos of actual Peerspace conference rooms so that you can see what types of spaces are out there.

• Why rent a conference room for a day?
• How to rent a conference room for a day
• Types of conference rooms on Peerspace
• How much do conference rooms typically cost?
• Rent a conference room for a day on Peerspace

Why rent a conference room for a day?

The ideal conference room is a harmonious blend of functionality, comfort, and versatility. It should be spacious enough to accommodate all attendees comfortably while promoting a collaborative atmosphere. Natural lighting and well-designed artificial lighting contribute to a bright and energizing ambiance, enhancing focus and productivity.

A well-equipped conference room includes modern technology such as A/V systems, high-speed internet, and presentation tools to facilitate seamless communication and engagement. Ample seating arrangements, ergonomic furniture, and adjustable temperature control ensure the comfort of participants throughout the meeting.

Additionally, the room’s layout should be flexible to accommodate various setups and activities, from formal presentations to interactive discussions. Ultimately, an ideal conference room caters to the diverse needs of its guests, creating an environment conducive to effective communication, creativity, and successful outcomes.

Why pay to rent a conference room for a day when you could just use your existing office space or even meet at a coffee shop or library? There are a few major reasons to consider one.

Privacy

The first and most important reason is privacy. If you’re hosting an executive board meeting, consulting with a client, or interviewing a potential new employee, then you can’t do it in an open office. In some cases, a meeting may be so confidential that you have to host it off-site.

Away from distractions and interruptions, attendees can engage in focused and meaningful conversations without concerns about sensitive information being overheard. Privacy enhances the overall meeting experience, and this sense of confidentiality cultivates trust among participants.

Renting a conference room affords you the privacy to conduct your business in a way that makes you and your clients feel comfortable.

Space

Maybe your office is too small to have a separate conference room, or maybe you don’t have an office at all because you work from home or in a coworking space.

In fact, if your company is just starting, you may need a place to meet with clients before you’re able to invest in an office space of your own. Or, you may just need to meet clients at a more central location. Whatever the reason, renting a conference room gives you more options and flexibility in terms of space.

A spacious environment allows for comfortable seating arrangements, accommodating all attendees without feeling crowded or constrained. With sufficient room to move around and interact, participants can engage in discussions, networking, and activities with ease.

Aesthetics

Sometimes you just need a change of scenery. You can even rent a conference room for a day to shoot team photos in a more professional environment.

On Peerspace, you’ll find conference rooms that fit almost any type of aesthetic. There are minimalist spaces in addition to upscale venues with luxury decor and others with quirky colors and a casual vibe. These locations would look great on your company’s Instagram feed or marketing materials.

You can also choose from various seating arrangements, from traditional boardroom-style layouts to open or closed U-shaped layouts, classroom-style layouts, and more.

Equipment

Equipment is one of the best reasons to rent a conference room for a day. At a minimum, you can expect a conference room to have good lighting and comfortable furniture, but many conference rooms will also have additional amenities such as Wi-Fi and A/V gear.

Need to present a pitch deck or give a report to shareholders? Rent a conference room with a projector. Need to record an important board meeting or chat with a remote client? Choose a conference room with video-conferencing capabilities.

No matter what kind of meeting you have in mind, a private conference room makes a great first impression. It can provide a professional atmosphere for your conference or presentation and ensure you have the gear you need.

These are just a few examples of the kinds of events that work well in conference rooms:

• Interviews
• Board meetings
• Video conferences
• Team building events
• Focus groups
• Workshops
• And more!

Looking for conference rooms in LA? Then you need to check out our guide on coworking spaces in Los Angeles!

How to rent a conference room for a day

Once you’ve decided on a conference room, how do you go about renting one? The good news is that plenty of offices and coworking spaces have conference rooms that they rent out by the day or hour on Peerspace. These conference rooms do not require a long-term rental fee or membership. And since many of them are in existing offices, they’re already equipped with furniture and Wi-Fi!

So, how do rentals on Peerspace work? Search by location, date, and type of event you’re planning to see a list of all of the spaces available near you. Then, you can refine your search by setting additional filters, such as the price, maximum number of occupants, and various available amenities.

From cozy conference rooms that seat just five or six people to high-tech board rooms that can fit dozens (pictured above), you’ll find spaces in a range of styles and levels of formality. When you find one that you like, book it instantly! Or, reach out to your host if you have any questions.

If you need additional services, such as a photographer to take corporate photos or a caterer to provide a business lunch, reach out to your venue’s local host. They can often connect you with trusted local vendors, including equipment rental companies with A/V and camera gear. In some locations, you may even have access to an on-site kitchen and other facilities included with your rental.

In short, renting a conference for a day can be as easy as booking a hotel room. So whether you’re hosting a last-minute event or an important meeting that has been on the books for weeks, you can rest easy knowing that all your event logistics will be taken care of.

Types of conference rooms on Peerspace

So, what types of conference rooms can you choose from on Peerspace? Essentially, if you can think of it, you’ll find it.

There’s everything from a rustic meeting room in Texas that may look quaint but has high-speed Internet and a wireless presentation gateway to a modern meeting room in San Diego with a stylish hexagonal table.

Here are just a few of our favorite options:

• A modern and bright conference room in Mountain View, CA, for up to 6 people that includes all the meeting amenities you need
• An elegant rooftop conference room in Los Angeles, CA, for up to 10 people (pictured above) with chic indoor and outdoor space
• A modern conference room in Near North Side, Chicago, IL, for up to 6 people that offers you several room styles
• A contemporary gallery space in San Francisco, CA, for up to 20 people with plenty of conference equipment in a spacious setting
• A large, modern meeting room in Times Square, NYC, New York for up to 52 people and all the modern conveniences you need
• A large, luxury meeting room in London, UK, for up to 20 people that is completely customizable to your conference needs
• A stylish conference room in downtown San Diego, CA, for up to 12 people with helpful on-site services
• A rustic meeting room near Dallas, TX, for up to 12 people with rustic style and a distinct ambiance

Peerspace boasts an abundance of phenomenal conference rooms in cities across the globe that are easy to rent for a day. Next, we’ll take a deep dive into pricing so you can better understand what to expect when you book a space.

Got business plans in Bean Town? Then discover the best coworking spaces by the hour in Boston!

How much do conference rooms typically cost?

A conference room is one of the most affordable types of corporate event spaces you can rent. Although the price per hour will vary based on the location, the size of the room, and the amenities included, you might be surprised at how much your money can buy — even in hotspots like New York City and San Francisco. 

And while some venues have a minimum rental period, most are happy to accommodate you for as little as one hour, with amenities such as kitchen access and an on-site receptionist included.

To explore this in more depth, let’s take a look at some of the conference rooms we mentioned above.

Mountain View meeting space

This comfortable conference room in Mountain View, CA, costs $50 and has a two-hour minimum. Though cozy in terms of square footage, it is massive in amenities. While here, you can use the 4k monitor, Chromecast, glass whiteboards, and coffee and tea in the breakroom.

An executive director shared the following Peerspace review after booking this conference room: “This is a terrific space. It is well equipped, and thoughtfully laid out. We used the conference room for training. The area was quiet. There was a screen for projection, with all of the dongles. There was power in the middle of the table so you didn’t have to hunt for outlets. We were able to adjust the heat to make it comfortable. The bathrooms are clean and there is a nice kitchen area.”

Texas-style thoughtfulness

Similarly priced is the rustic high-tech space in Grapevine, TX. It costs just about $40 per hour, with a one-hour minimum rental period. This office provides space for 12, high-speed internet, Apple TV, flip charts, whiteboards, a kitchen, and breakout space.

Unsurprisingly, plenty of Peerspace users seem to really appreciate this conference room. Check out this review as an example: “I loved this meeting space. It was just what we needed to have our meeting. I highly recommend this meeting space to anyone. [Host] Monica was so accommodating and polite and professional. We will definitely use her space again in the future.”

London style and service

In the middle range of conference room rental prices is our stylish London private meeting room. It costs about £65 per hour and has a four-hour rental minimum. This stylish space is actually a private dining room set in stylish Covent Garden.

Thanks to its professional meeting-friendly services, you’d never know about its moonlighting enterprise. While here, you and our guests can make use of the projector, audio equipment, flipcharts, conference phone, and complimentary coffee, tea, and water. You can also add on a scrumptious three-course meal to delight your conference goers if you like!

“This was a lovely room and location to host our company workshop,” shares a Peerspace reviewer. “Everything was set-up as needed, and the staff (Philippa specifically) couldn’t do enough for us.”

And here’s another glowing review: “Very spacious, comfortable room. Perfect for our round table meeting. Location couldn’t be any more convenient. Added benefit of a great rooftop bar too.“

Times Square convenience

Among the priciest conference rooms on our list is the large modern meeting room in Times Square. It costs about $200 per hour and has a two-hour minimum. That’s not a huge price considering the location and its numerous amenities.

Some of its most stand-out features include its 52 guest capacity, 75″ LED TV, USB charging stations, magnetic markerboards, filtered water, and Starbucks coffee. The host also offers tasty catering add-on options.

In the words of a Peerspace user who booked this conference room. “[Hosts] Juda and Juli were so accommodating and easy to work with. The space was perfect for our needs. Juli was incredibly helpful and made sure everything was working as we needed it to. The option of catering was also so great. We received many compliments on the location, the conference room, and the breakfast. Many thanks to Juda and Juli! We will definitely use this space again.”

Overall, what sets most conference room rentals apart price-wise is the amount of space they offer and the features. So while these factors can change, one thing sure doesn’t: you can easily find a conference room on Peerspace that fits your budget!

Rent a conference room for a day on Peerspace

The cost to rent a conference room for a day can vary widely. But when you use Peerspace, you can choose from hundreds of conference rooms in cities across the globe. With so many options, you’re sure to find a space that fits your budget and offers the amenities you desire.

And if an affordable price is the most important factor to you, remember to expand your search outside of downtown areas to find the most cost-effective options. Remember, you can always contact your venue’s local host to discuss booking a professional service that doesn’t come with your venue.

Find unique conference room locations on Peerspace