How Much Does It Cost to Rent a Hotel Conference Room? (2024)

Are you in the midst of planning a corporate event and grappling with budget considerations? Then a key question likely at the forefront of your mind: “How much does it cost to rent a hotel conference room?” As the largest online marketplace for hourly venue rentals, this is a topic Peerspace knows well.

In fact, Peerspace offers access to thousands of incredible conference rooms in towns and cities across North America and beyond. Browse our site and see what we have available near you. Each listing includes high-def photos, detailed descriptions of the space and its amenities, upfront pricing, and reviews from past renters like yourself.

Plus, when you book a Peerspace, you can consult your venue’s local host with any questions or requests. Each conference room on Peerspace has its own dedicated listing page that you can use to check out exactly what a space offers.

So, if there’s something you need, you can reach out to the host through that same listing page. Since hosts strive to ensure your time in their space is beneficial, they are also often happy to help you secure extras you need, like catering and equipment, for example.

Ahead, we’ll provide an overview of what hotel conference rooms have to offer, what events they’re best for, and what your alternatives might be. That way, you’ll be well-armed with all the information you need to make the best decisions for your event.

• Why do people rent hotel conference rooms?
• How much does it cost to rent a hotel conference room?
• Rent a hotel conference room with Peerspace
• What types of conference rooms are available on Peerspace?
• Bottom line: How to rent a hotel conference room on Peerspace

Why do people rent hotel conference rooms?

So why do people rent hotel conference rooms? With an abundance of options nowadays than people had even a few years ago, there are so many reasons. Let’s look at these in detail.

Accessibility

Conference rooms are an easily accessible and straightforward venue for meetings. They’re available in a wide range of budget levels and sizes (for as few as 10 or as many as 300 attendees).

The strategic placement of conference rooms within hotels provides added convenience for attendees requiring accommodation. By staying at the same location as the meeting venue, participants can seamlessly transition between their lodgings and the event space.

This removes the need for additional transportation arrangements and streamlines the overall logistics of the gathering. Plus, this saves time and enhances the overall attendee experience by offering a hassle-free environment conducive to productivity and seamless networking opportunities.

Helpful amenities

Hotels often provide a broad range of amenities like on-site restaurants, inviting lounges, and dedicated break-out spaces. These facilities allow attendees to unwind, socialize, or engage in informal discussions in a relaxed setting, further enriching the event experience.

In addition, hotels frequently offer exclusive benefits and discounts to conference attendees as part of their stay. This could include special rates for booking accommodations within the same hotel. As a result, guests can enjoy the convenience of proximity to the conference venue while taking advantage of additional savings.

On-site assistance

Staff members are typically available to offer help with event management, catering, locating furniture, setting up A/V equipment, and more. Most importantly, they have general experience dealing with all of these factors, which can be a major help, especially if anything goes astray logistically.

Hotel conference room uses

If you’re a business owner looking for a new space to confer with clients, a hotel conference room may be a natural option for you. But they can also serve different purposes, too. Groups of people often rent these spaces as private and neutral grounds for legal meetings, like to work on cases or negotiate contracts.

Depending on the size of the space and its amenities, some people rent hotel conference rooms as a workspace when they work remotely and need a professional setting. They also make ideal settings for team meetings and similar gatherings.

However, hotel conference rooms may lack the total privacy necessary for delicate business dealings. They can also be too pricy to consider booking regularly. Luckily, you have a newer and easier system to find a conference room that suits your needs and budget: Peerspace.

Our 9 off-site meeting ideas will help engage and inspire your team!

How much does it cost to rent a hotel conference room?

The question, “How much does it cost to rent a hotel conference room?” is, in fact, rather complicated to answer in general. It’s hard to make a flat estimate across the board, as the cost will vary widely based in large part on where you’re renting.

A conference room in a relatively affordable city like Boise, Idaho, will cost significantly less than a space in San Francisco, California, which is notoriously among the most expensive cities in the United States. On average, renting a hotel conference room runs from about $70 to $160 per hour. This means that for a standard two-hour meeting, you’ll end up paying $140 to $320 for the use of the venue.

Rather than charging by the hour, some mid-range hotel chains may charge roughly $250 to $300 for the day. Of course, regardless of the city you’re in, if you go for a more luxury venue, you’ll potentially pay hundreds more.

In addition, larger conference rooms with sufficient space to hold more people are also costlier. The cost of equipment may or may not be included, which can significantly add to the cost of your rental.

For instance, consider these average equipment rental prices:

• Standard overhead projectors, which can cost roughly $100 for the day
• LCD projectors, ranging from $250 to $300
• Microphones and podiums, around $30
• A TV monitor with DVD player, about $75
• And more!

If you choose to book a conference room through Peerspace, you’ll get the price upfront. That’s because all of Peerspace’s venues have listings that clearly state the price as well as the included and add-on equipment. More on that ahead.

Rent a hotel conference room with Peerspace

Peerspace allows you to broaden your search for the perfect meeting venue. It’s the largest online marketplace for hourly venue rentals for meeting and event spaces.

You can use our platform to quickly locate and rent a hotel conference room near you or in your destination city. Plus, Peerspace offers you access to thousands of hidden gem spaces in your target city that serve as a better alternative to hotel conference rooms, depending on your needs.

You’ll be able to choose from spaces as varied as creatively decorated lofts, chic art galleries, stunning penthouse apartments, repurposed warehouse spaces, and lots more. Each venue’s listing includes plenty of high-quality photos and reviews from previous renters. This way, you’ll have a good sense of what you’re getting into, even if you’re unable to view the place in person beforehand.

Because many Peerspace rentals are designed specifically to host conferences, you’ll find most have certain attractive aspects in common. They are often incredibly comfortable, stylish, and outfitted with the best technologies. These are all essential considerations to keep in mind when you’re looking to impress your conference attendees. Saying goodbye to stuffy meeting spaces has never been so easy!

And, by booking a conference room through Peerspace, you also have access to the venue’s super knowledgeable host. They can be as hands-on as you need and may be able to help you book extras to enhance your conference, including catering and equipment rentals.

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What types of conference rooms are available on Peerspace?

So what types of hotel conference rooms are available to you? It may blow your mind when you check out the types of conference rooms available to rent on Peerspace! Just check out a few of our favorite options for solo and group work, divided by geographic region and abroad. We’ll include classic hotel conference rooms and more exciting spaces for you to explore.

West Coast

If you’re hosting a conference in Los Angeles, then check out this conference room in Venice, California. It boasts stately rustic decor and comes equipped with surround sound, seating for six, a kitchenette, free parking, and break-out space.

Despite all these incredible amenities and a beautiful location, it only costs about $30 per hour and has a one-hour rental minimum.

Check out this review from a Peerspace renter who booked it for a meeting: “The space was exactly what I needed for an evening meeting. Got a quick tour of the community space beforehand. Everyone was so kind and welcoming. Easy to find, easy access instructions and super helpful staff. Thank you for the hospitality!”

Next up, check out this meeting space in a stylish hotel in Seattle, Washington. It is centrally located in the University District and offers you access to well-equipped conference rooms with high-speed Wi-Fi.

This conference room also provides you with optional A/V equipment, customizable catering, flipcharts, and other equipment for an added fee.

Here’s what one reviewer had to say about the location: “This venue space was incredible! We had way more than enough space, extremely friendly and helpful staff, the whole parking garage free for my best as an included benefit with the price, kept our water dispenser fill, was able to book us less than 5 days before our event, and gave us a wonderful experience.“

Midwest

How about this spacious boardroom by O’Hare Airport in Chicago? It can accommodate up to 50 guests, includes projectors, and renter-controlled heat, and has an onsite kitchen. This boardroom only costs about $25 per hour and has a two-hour rental minimum. The host also offers handy add-on options, such as the use of the projector and the 65-inch TV.

It also has hundreds of five-star reviews, including this one from a regional sales manager: “I scheduled a team meeting with Peerspace, and it was simple and cost-effective. The space was clean and equipped for any type of sales/business meeting. I would recommend this space and plan on using it again in the future. Thank you Alix for the on point communication throughout the process of the booking and the event.”

The South

Tucked away in Atlanta’s Hotel Row, this downtown events space offers historic charm and great natural light. Take advantage of the boardroom with seating for 12, though the venue can provide 20 additional chairs to set up on the perimeter of the table. Ideal for in-person meetings and conference calls, this spot includes all the amenities you need for a productive corporate event.

This flexible space in Atlanta is a superb meeting space for a group of 40. In addition to being invitingly stylish, it boasts a smart TV, Bluetooth speakers, and free parking. It’s a bit more expensive than the last two at $200 per hour and a two-hour rental minimum, but Peerspace users clearly think it’s worth the extra money!

It’s even popular for social events, as this reviewer explains: “This space was great! So beautiful in person. It made the bridal shower feel intimate. Lydia was great in the months leading up to the shower and answered all of my many questions. Would definitely book here again.“

East Coast

The Elizabeth Taylor Room for 75 in Midtown Manhattan is another dream conference room rental. It’s kitted out with high-tech equipment and ergonomic seating for the comfort of you and your guests. You can even enjoy add-on services like a hot breakfast, a sandwich lunch service, and desserts for an additional charge.

Its standard rate, minus the add-ons, is about $500 per hour with a four-hour rental minimum. That’s probably not a huge surprise considering the location, size, and features. You can also score a discount if you’re hosting an all-day meeting that lasts for eight hours or longer.

According to a Peerspace reviewer who used this space for a seminar: “Wonderful client service and clean room. Everything was exactly true to the photos that you see. I am planning to use this company again for the upcoming events.”

Also in Manhattan, we have this Bryant Park meeting space within a boutique hotel. It has a large conference table with seating for 16 guests and also provides you with a screen, a flip chart, high-speed Wi-Fi, pens and pads, and even complimentary water bottles.

After your conference, the hotel invites you to unwind in its speakeasy-inspired lounge! Sounds like fun!

For Londoners

Are you looking to rent a conference room in Central London? Then you need to check out this intimate studio space. It has room for six attendees and includes tables and chairs, a kitchen, and wireless internet, all in an elegant, timeless setting.

For a more posh ambiance, consider this airy penthouse venue with balcony access in Clerkenwell. Able to accommodate up to 40 people, this space includes complimentary refreshments and use of A/V equipment.

For British Columbia-based conferences

Anyone hosting a hotel conference in British Columbia, Canada will surely appreciate this well-equipped meeting room in a hotel. It provides you with flexible seating options and includes a podium, A/V equipment, whiteboards, and an outdoor area.

You and your guests also have the option of arranging for catering and a cocktail reception directly with the hotel. Take it from a producer who booked this venue: “Amazing space! Dana was fantastic to work with and went above and beyond to make sure our event ran smoothly. The staff were all super friendly and helpful!“

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Bottom line: How to rent a hotel conference room on Peerspace

As you can see, you don’t need to rent a hotel conference room to have a successful meeting. Hotel conference rooms were once the go-to option for meetings outside the office: They’re convenient and, in general, predictable. But changing times and the wonders of the internet allow plenty of other possibilities for your next meeting.

Rely on Peerspace to uncover your next out-of-office meeting venue — you’ll be amazed at how many exciting choices there are in your city or destination. And with the help of your host, you can maximize your booking and put together an amazing conference with ease.

We only showed you a handful of the types of conference rooms on our platform. Discover more when you visit the Peerspace website, enter your city, and see what pops up. You’ll get instant access to a meeting room’s price, size, features, photos, and reviews. And if you have any questions, reach out to the host directly through the listing page and ask.

It’s never been easier to book a conference space, whether you’re looking for a one-time venue or a space to book regularly.

Find a unique conference room on Peerspace