Rental of conference spaces: aspects to take into account
When it comes to corporate events or strategic meetings, Choosing the right place can make the difference between a successful experience and a total disappointment. Therefore, renting conference spaces is today a key aspect if you want to create the ideal environment that inspires your attendees and provides them with all the necessary comforts to enjoy the experience 100%. It is not just a physical place, but a setting where alliances are forged, knowledge is exchanged, innovative ideas are generated and lasting connections are established.
Why rent conference spaces?
And spaces are not mere receptacles for people. The latest scientific research reveals the impact a room can have on the impression, mood, and even abilities of its occupants. This branch of knowledge is what is known as Neuroarchitecture, yielding interesting conclusions for those of you who are dedicated to the organization of business or institutional events. For example, did you know that renting conference spaces with surrounding green areas allows improve the ability to concentrate of the participants?
Thus, looking for a space for this type of event outside the office becomes a very effective strategy to improve the productivity and well-being of people. The Covid-19 pandemic made this very clear, which rooted the growing interest in working in new spaces that break the monotony. Please note that, according to the World Health Organization, citizens spend 90% of their lives indoors. Hence, facilitating other more dynamic, collaborative and welcoming environments allows you to reset your mind and increase your motivation and productivity.
Furthermore, you cannot forget that the rental of spaces for a conference can make a difference in guest perception. In fact, the chosen location can be this plus with which you manage to impress the attendees. It is not the same to arrive at a cold room without windows as it is to arrive at a bright and well decorated whose walls have centuries of history, right?
What are the keys to choosing conference space rentals?
Now, when selecting the ideal place, there are a series of guidelines that you should take into account. What aspects should the rental of conference spaces include? Here are some tips to make the most appropriate choice:
- Before exploring the conference room market, identify what your space needs will be. That is, consider how many attendees you expect at the event and look for a space with a corresponding capacity or that allows the room to be resized. This way you will prevent guests from feeling uncomfortable, either because they are very overwhelmed in a small space, or because the room is very large and seems soulless.
- Versatile spaces will not only allow you to play with the size to adapt it to the audience, but will also help you adjust the location to the format of the activity. For example, maybe it is a traditional conference, with a lectern and some chairs for the attendees, but maybe you want a more interactive talk, where the speaker is located in the center and the participants sit in a circle around him or a room with the option of using outdoor areas to carry out team building dynamics. Being able to play with different options should also be a requirement for renting conference spaces.
- Does the center have Wi-Fi? Are there screens to play presentations or videos? Is there a video conferencing system? Is the lighting good? Make sure that the room has all the resources that you will need during the event.
- Additional services. Along with this, another valuable factor is the extra services offered by the facility, such as a reception room, coffee-breaks, support staff, outdoor spaces, food service, parking, accessibility for people with reduced mobility... They may seem like small details, but surely if a speaker arrives late because he can't find a place to leave his car, he will form a bad impression of the event before it starts.
- Location. The location of conference space rental should be in a strategic place. This doesn't mean it has to be the center of the city; less so today, with the traffic problems that big cities have. A good location is one that ensures that all attendees can arrive comfortably. For example, it could be a room on the outskirts with parking areas or connection to public transport or a more remote space that can be accessed with a bus chartered by the organization itself during a incentive trip.
- Hiring and cancellation policies. Before signing the rental of conference spaces, make sure that the conditions provided by the leasing company are not leonine, that it offers assistance and advice for the organization of the event and that there is availability for the date you want.
- Reputation. Research and review the opinions and ratings of other users about the space you are considering. This will give you an idea of the clients' previous experience and help you make an informed decision with complete confidence in the quality of service you will receive.
- Cost. Finally, keep in mind that the space rate fits your budget. Make sure that all additional expenses are itemized and included in the budget, to avoid unpleasant surprises.
Where to look for rental of conference spaces?
Want a conference space rental suggestion? At Hacienda Guzmán you will find an enclave with history and culture for your event: nothing less than a farm more than five centuries old, just ten minutes from the center of Seville and fifteen from the airport.
In addition, along with the hacienda's fully equipped Conference Room, you can make use of diferentes espacios diferenciados -indoor y outdoor- in the same natural enclave. This way you can orient each area based on your needs. And with the possibility of pair the event with tastings of EVOO and local products. Consult our team of professionals and customize every detail. We assure you that the result will be memorable!
