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- Match the space to the outcome—not just the expected headcount.
- Meeting goal: Client pitches, board meetings, trainings, team offsites, interviews, or a hybrid Zoom-heavy sessions all need different room setups and support.
- Comfortable capacity: A conference room that comfortably seats 10 will feel very different than one that can technically fit 10.
- Layout style: Decide whether you need a boardroom, classroom, U-shape, theater, workshop, or lounge setting.
- De-risk quality (where most bookings go sideways). Because you can’t “feel” a room from a listing page, look for proof that the basics are handled.
- Recent reviews: Mentions of cleanliness, responsiveness, and “everything worked as expected.”
- Accurate photos: Real photos of the exact conference room, not just common areas.
- Inclusions vs. add-ons: A/V, staff support, printing, beverages, and furniture reconfiguration should be clearly stated.
- Confirm logistics that derail meetings.
- Access plan: How guests enter the venue and whether early arrivals have a place to wait.
- Noise risk: Adjacent tenants, street noise, thin walls, and echo are especially important for recorded or hybrid meetings.
- Timing buffer: Include setup and breakdown time so you don’t rush or pay for last-minute extensions.
- Ask “decision-maker” questions before you book.
- Wi‑Fi backup: What happens if Wi‑Fi drops? Is there a second network or hotspot option?
- A/V test window: Can you test screen-sharing and audio 30 minutes before start?
- Food rules: What are the exact rules for outside food, deliveries, and alcohol (if any)?
- Parking reality: What’s parking like at the same day/time as your meeting?
