Meeting Rooms for Hire in Surrey

Meeting Rooms Hire Guide

Surrey is a popular destination for business leaders and event organisers seeking meeting rooms near Gatwick and Heathrow airports and seamless access to London's key transportation routes. 

Meetings offer a unique opportunity to build connections among colleagues, improve business results, and brainstorm new ideas. But it's not just about getting everyone together in the same room. Choosing the perfect space is essential in ensuring you achieve your business goals. 

Explore our guide below to learn more about finding the perfect space that will help make your meeting a success.

Choose the best location for your meeting in Surrey

Are you planning a meeting in Surrey but need to know which spot has the meeting rooms or conference rooms that fit your needs? Let’s explore four of Surrey’s largest towns and discover their benefits.

Guildford isn't just a quaint town, it's a strategic hub with excellent connections to Heathrow Airport (30 mins by car) and Gatwick Airport (50 mins by car). London is quite close as well (47 mins by train).

Barnett Hill Hotel is a Queen Anne-style mansion just outside Guildford in the village of Albury. The hotel has 10 executive-style rooms for hire, accommodating 30 to 70 guests for approximately £58 per person per day. 

Woking is one of Surrey’s largest towns. It’s located just 23 miles from London (30 mins by train) and is quite close to both Heathrow and Gatwick airports (45 mins by car). 

DoubleTree by Hilton Woking is a modern hotel with a conference centre that includes 5 flexible meeting spaces accommodating from 24 to 300 guests in several configurations. The rooms are available for £150 to £950 per session. On site catering and event packages are available.

Epsom is the home of the prestigious Epsom Derby, held at the Epsom Downs Racecourse. The town is close to Gatwick (30 mins by car) and Heathrow (40 mins by car); London is just 40 minutes away by train.

Epsom Downs Racecourse doesn’t just cater to the racing crowd. You can hire one or more of their 8 indoor rooms for large events, seminars, conferences and more. The spacious rooms can accommodate 350 to 1500 guests and cost £2940 to £6500 per day.

Weybridge is a popular destination for racing fans due to the historic Brooklands motor racing circuit. However, it’s also a convenient and picturesque choice if you are organising a meeting and expect guests from Heathrow (18 mins by car) or London (29 minutes by train). Gatwick is 43 mins away by car.  

Brooklands Hotel is a unique option for professional events. The reception includes part of the original Brooklands motor track and the hotel is close to many fun local attractions that are suitable for team building. You can hire one or more of their 4 versatile conference rooms, which can be divided into smaller spaces for workshops, trainings, or breakout sessions. They also have a boardroom and meeting suite if you are seeking smaller spaces. The rooms can accommodate 15 to 175 guests, with prices starting at £52 per person.

How to pick the right space for your meeting

Planning an in-person meeting is more complicated than sending an invitation to a virtual conference call. Before drafting your agenda, always thoroughly plan your meeting elements such as logistics, catering, and venue hire. If you plan carefully and decide thoughtfully, your event should go smoothly.

• Location: Most towns and villages in Surrey are close to Gatwick and Heathrow Airports and the Greater London Area. So if your guests are travelling by car or air, you may wish to find a venue near major motorways; otherwise, you should choose towns with excellent transit connections.
• Capacity: Many meeting rooms in Surrey can be divided into smaller spaces, which may be a cheap solution for smaller events and smaller guest lists. Before finalising your booking, always consult with the venue managers to discuss the room layout.
• Facilities and Amenities: Create a shortlist of your favourite meeting room venues and compare their offers. Discuss your needs with the venue manager and ask for discounts. Some common questions include: Does the venue include refreshments or meeting equipment? Will I need to hire external catering or technical support services? Are the services of an event organising team included with the hire?
• Reviews and Recommendations: You can find venue reviews on many platforms, including Google and your venue marketplace. Read the good reviews and the bad ones. The conclusions of previous customers can help shape your planning and discussions with the venue manager.

How to organise an affordable meeting in a hired venue

You can successfully plan a meeting on a limited budget if you focus on a few key strategies to ensure that your efforts and funds are directed towards the most important elements.

• Choose A Cheap Venue: Venue hire is expensive, but you can save a lot of money if you choose a meeting room within your budget. We recommend searching for venues that offer discounted rates for off-peak hours or weekday bookings. You can also use the filters on our platform to search for options within your budget. 
• Keep Your Planning Simple: Choose meeting rooms that include basic amenities for free, such as tables, chairs, and audiovisual equipment, so you won’t need to rent any extra equipment or hire outside vendors. Also, avoid unnecessary add-ons or upgrades that can inflate costs.
• Be Careful With Your Resources: Plan the agenda and schedule to optimise every minute of your time in the venue. Consolidate multiple meetings or events into a single day to minimise venue rental expenses. Additionally, encourage attendees to carpool or utilise public transportation to reduce transportation costs. 

FAQs about Meeting Rooms in Surrey

What is the difference between a meeting room and a conference room?

• A meeting room typically refers to a smaller, more informal space designed for discussions, presentations, and collaborative work among a small group of people. They are commonly used for team meetings, trainings, brainstorming sessions, interviews, and small group discussions. They may be equipped with basic amenities such as tables, chairs, whiteboards, and audiovisual equipment.
• A conference room, on the other hand, is usually a larger, more formal space intended for larger gatherings, formal presentations, seminars, workshops, or conferences involving many participants. They are often equipped with advanced audiovisual technology, such as projectors, screens, teleconferencing capabilities, and sound systems, to accommodate presentations and discussions on a larger scale.

In the case of hired spaces, some venue managers allow organisers to set up the room layout, furniture, and equipment according to their requirements, whether for a small-scale meeting or a large conference. 

How much does it cost to hire a meeting room in Surrey?

Basic meeting rooms can be hired for as little as £19 to £80 per hour or £11 to £74 per person. However, most meeting rooms in Surrey typically charge from £29 to £45 per hour or £150 to £700 per day. For luxurious meeting spaces with top-notch facilities, anticipate prices from £750 to £5000 per day. (All data from Tagvenue.)

What type of specific facilities are offered by meeting rooms?

There are many meeting rooms available for hire in Surrey, but it can be difficult to decide which one to choose. Start your search by considering the facilities you need for your event. Facilities are the physical items and resources provided by your hired venue; they can play an important role in ensuring your meeting runs smoothly.

Let’s take a look at some common facilities offered by meeting spaces:

Audiovisual Equipment: AV equipment includes projectors, screens, sound systems, microphones, and speakers for presentations, video conferencing, and multimedia content sharing.

High-Speed Internet Access: Reliable Wi-Fi or wired internet connections will ensure seamless communication online and access to digital resources.

Accessibility Features: Choose meeting rooms that accommodate individuals with disabilities, including wheelchair ramps, accessible entrances, and designated restrooms.

Furniture and Seating: Many venues will include tables, chairs, and seating arrangements suitable for different meeting formats as part of the hire package. These can also be hired from outside vendors.

Whiteboards and Flip Charts: These visual aids are essential for illustrating ideas, facilitating discussions, and capturing brainstorming sessions.

Catering Services: If you offer frequent breaks for refreshments, snacks, or meals, participants will be more energised and focused throughout the meeting.

Climate Control: Heating, ventilation, and air conditioning systems maintain a comfortable temperature and airflow within your meeting space.

Business Support Services: If you will be preparing or reviewing any documentation, choose a venue that offers printing, copying, scanning, and faxing services. They may also provide administrative support from onsite staff for logistical arrangements and technical assistance.

Security and Privacy Measures: If your meeting is confidential, hire a venue that will protect your privacy. Many will offer key card access, surveillance cameras, and secure storage facilities.