Meeting Rooms for Rent in Toronto, ON

Your Guide to Renting Meeting Rooms in Toronto, ON

“This meeting could have been an email” is a dreaded phrase for both meeting organisers and the attendees. Emails or other text-based communication are a great tool for getting work done on many issues, but very often, they can’t replace a meeting! Even a short face-to-face conversation may bring quicker and better results and make your work more effective than the email exchange. What’s important is to use the meeting in the most efficient way. 

How to increase the impact of your next meeting

First off, start with three simple questions: why, where, who, and what.

Before booking your meeting space in Toronto, knowing the reason for the event is essential. Start by clearly specifying the goal of the meeting and why it's needed. Think about what kind of a meeting is necessary for the problem you will be solving during it. Whether this will be a discussion, a brainstorming session, or maybe a team-building event, your next preparations will depend on what you're expecting from the gathering! Whatever the reason for the meeting is, make it crystal clear and write it down. 

Remember to think of the location when planning your agenda, as the meeting venue will impact the attendees' overall experience. For instance, if you are pitching an idea to potential partners, consider a creative meeting room, and if you are hosting a conference to train over 100 people, go for a hotel meeting room where you can easily accommodate the group. 

Carefully consider who you will invite to the meeting. Set out a list of people that are necessary to achieve the goal you’ve set out. Consider who could benefit from the meeting and whose knowledge and experience will be invaluable for the discussion. Be considerate of people’s time, and don’t invite those who aren’t needed at the meeting. When debating on whom to ask, aim for a smaller group. Make sure to book an appropriately sized venue - Toronto offers large and small meeting rooms for rent!

Once you know why you need a meeting and who will come, give some time to carefully think of what you will do during it. Creating an agenda is necessary to reach your goal and make the most of your meeting space. A written agenda should list each part of the meeting, allowing attendees to stay focused on the topic at hand. Think about how long the event should take as well. Don’t worry, the agenda is different from the programme - you can focus on the details later.

How to get ready to host a meeting in Toronto

Write a detailed plan. You already know what you want to do during the meeting, but now think about how you will work on each point. Consider what is needed for your work to be most productive and whether you need special equipment or tools for each part of the meeting. Set time frames for each segment, and remember to schedule breaks. After you write the programme down, look at it critically: will you be able to work through it within the set time frame and with the people you’ve planned to invite? It may be better to schedule a few shorter meetings and work through them more effectively than carry out an overloaded session that will bring small results.

Send out the invitations and ask for a confirmation. Add the agenda to the e-mail as well. This way, the people you’ve invited will know what the meeting is about and what they can expect. It will help them decide whether they will come or not. The confirmation will let you know who will come for a meeting and if you can carry out your plan. Letting participants know of the agenda before the meeting will also help everyone stay focused during the meeting, boosting the results. Also, send out any reports, documents, or materials you would like the participants to go through before the meeting. If there’s anything you would like them to prepare, make it very clear in your message so they won’t be surprised once they come to the meeting.

Prepare for the meeting. All the points we’ve mentioned above are essential. Still, if you come into the meeting and won’t be able to deliver your part, then it won’t look good, no matter the other preparations. By being prepared yourself, you will show other attendees that you respect their time and appreciate them coming and taking part in the meeting. Think about what you need to bring to it as well. Check out the equipment and software you’re planning to use so it will work with no problems.

Prepare a backup in case anything breaks down. If you plan to review any documents during the meeting, don’t assume everyone will bring them independently, even if you’ve sent out all the materials beforehand. Prepare a few copies to have them at hand.

Remember about the follow-up. Plan what will happen after the meeting ends. It’s a good idea to send out a summary or minutes to all the attendees. Make sure everyone knows the conclusion of the conference and the next steps. If you’ve scheduled another meeting, ensure you put all the necessary information about it in the follow-up.

Boost the productivity of the meeting

Make the most of your meeting and optimise it in a few easy steps.

• Assign roles. The meeting will go much smoother if everyone knows exactly what they are doing. Choose who will be a facilitator to guide the discussion and make sure everyone follows the agenda. A scribe is necessary to note down all the key points and decisions that have been made during the meeting. The scribe will also help with preparing the follow-up. A timekeeper assures you stay within set time frames and don’t devote too much time to unplanned points. A decision-maker is responsible for making the final decision based on all the raised voices and concerns. Informed participants will contribute to the meeting, keeping the discussion going.
• Use technology. There are many great tools and apps you can use during the planning process as well as in the meeting. For instance, try to rent a meeting room with audiovisual equipment in Toronto, including a projector or flipchart! Visual tools may come in handy when trying to grasp the attendees’ attention. Technology can help you if you would like to invite an expert or gather employees from different branches of your organisation. If you would like the participants to use special apps or tools during the meeting, make sure they are familiar with them or have somebody explain the usage to them.
• Work on the seating plan. The right seating arrangement will improve your team's productivity and help bring better results. A boardroom or banquet seating style works great for small meeting rooms, whereas a theatre or classroom style works best for large conference rooms. For ideas on how to best organise it, visit our blog post on event seating arrangements.

How to decide on a meeting space 

Here at Tagvenue, we specialise in helping our customers find great spaces. That is why we've prepared a detailed list of what to pay attention to when choosing a suitable meeting space for your event:

• The location of the meeting venue can play an essential role in its success. Some people prefer meeting spaces in Downtown Toronto for their convenient commute. At the same time, some may opt for a meeting venue in North York near their attendees. Make sure to pick your meeting location carefully. 
• Tables or desks. Does the meeting spot have a table with enough space for everyone? Participants might bring their laptops, phones, water bottles, documents, etc. Be sure they can set everything out comfortably and won't have to huddle at the corner of the table. If you plan to split the meeting into smaller groups or have everyone work individually, ensure there are enough tables or desks to use.
• Comfortable chairs. You'll probably sit through most of the gathering, so make sure the chairs are comfortable in your Toronto meeting space. You want people to pay attention to your actions and not get distracted by searching for the most comfortable sitting position. 
• Area for refreshments. Make sure there's a place where you can prepare drinks such as tea or coffee and set out snacks. Preferably, it should be outside the meeting room so that you can draw a clear line between the working and break spaces. Suppose you want to have a lunch break during the meeting. In that case, a separate dining area or breakout room is essential so you don't have to move your documents away to make room for food. You can always ask the venue manager all your questions to ensure your attendees have some refreshments at the booked meeting space.
• Parking spaces. If you know your participants will come by car, make sure they can park somewhere close to the meeting centre. Finding a venue in a well-connected spot might encourage a more environmentally friendly commute to the meeting.
• Ventilation. There's no worse environment for a creative discussion than a room filled with stale air. A well-ventilated room will make the talks and brainstorming easier. Make sure the venue you have chosen has enough airflow or air-conditioning. 
• Light. Lighting is important, especially if you plan for the meeting to take a few hours. Natural light is best, but it may not be the best option if you're planning on using any screens or a projector. You may want to look for meeting rooms that offer blinds or even ones without windows. If you choose the second option, remember that cool light improves alertness, mood, and productivity. You can look for spaces with combined lighting as well.
• Internet connection. If you plan to host a virtual or hybrid meeting, make sure the space has a good internet connection. Additional speakers and a good-quality microphone will provide the best experience for all the participants! Some modern meeting rooms in Toronto even have dedicated conference call facilities for these situations.
• The area. Another aspect to remember when looking for a meeting room is to pay attention to the surrounding area. Is it loud? Are many people going to walk and talk in front of your doors? Are any emergency vehicles prone to passing the venue, or maybe there's an airport nearby? It may not sound important, but too much noise may affect your team's productivity and cause them to lose focus.
• Design. It may not seem like a critical point, but being careful about how the space looks may help improve the perception of meeting quality. Depending on your business type, look for spaces that will reflect your professionalism or the vibe of your business.
• Cost. Look for a venue that you can afford. Many affordable meeting rooms in Toronto will still suit your needs.

Check out our Toronto meeting room recommendations!

• The Professional Centre offers multiple dynamic coworking spaces. With fully equipped rooms of various sizes available, you are sure to find just what you need for your meeting.
• Thinktank Workspace is great for meeting with your clients or business partners in small and private rooms or even brainstorming the next big idea with your coworkers in the collaboration area. The versatility of the rooms and their professional design will support your needs.
• Adelaide House Coworking will work best if you're planning a small meeting. This venue offers multiple modern spaces perfect for interviews, presentations, and board meetings.

FAQs about Meeting Rooms in Toronto, ON

How much does it cost to rent a meeting space in Toronto?

The pricing may vary depending on the duration of the meeting, the size of the room, and the equipment and amenities available. In Toronto, costs per hour may vary from as little as $40 for small and cheap meeting rooms to $340 for a conference room or hotel meeting room rental. (All data from Tagvenue.)

Which Toronto neighbourhoods are the best for booking a meeting space?

The Financial District is where the corporate heart of Toronto beats. With many hotels and restaurants around, it’s a great place if the attendees of the meeting are coming from outside of town. The Distillery District draws crowds and is pedestrian-friendly, and with its unique architecture, it’s a fantastic spot for creative meeting spaces. Well-connected Junction offers more relaxed-style meeting rooms.

What are the perks of Toronto meeting room rental?

Renting a meeting venue has many advantages. You can choose a location that will be the most convenient for the participants, from central Old Toronto and Harbourfront venues to Scarborough, North York, Etobicoke, and more! Booking a meeting room with all the equipment saves you the cost of buying it yourself or renting it out individually. A rented meeting room may also have better amenities than your regular office space! A professional set-up will help you set the tone you want for your business.

What is included in the price of a meeting room rental in Toronto?

The pricing of a meeting space in Toronto usually covers a set selection of technology, including wi-fi, flatscreen TVs, projector and conference call facilities. The meeting spaces may also have whiteboards and flipcharts. Some venues may offer additional kitchen space and break-out space. Don’t hesitate to ask the venue manager for any additional facilities.