Cheap Meeting Rooms for Rent in Los Angeles, CA

Meetings are an inevitable part of everyone’s life, be it a brainstorming session, a school project, a business meeting, a parent-teacher conference or your local community meeting. In order to host a successful session, we suggest you thoroughly plan and prepare every aspect of the event! Create an action plan that will guide you and the participants through the whole meeting and, more importantly, help you make use of the time you’ve got to reach your goals. In case you’re unsure where to start or what to consider when planning a meeting, we’ve jotted down a few ideas that will make the session efficient and enjoyable for everyone attending.

What to keep in mind when planning a meeting?

• The purpose. There are a few questions you should answer before you start the whole planning process to determine why the meeting is being held in the first place. Are you going to meet and discuss some business matters? Or is there a tricky situation at the company that board members need to discuss? Perhaps you and your team members have to brainstorm new ideas? There are many needs that call for a meeting so make sure you establish the purpose of the gathering before you reach out to other people.

• Agenda. We’ve all been in meetings that were a complete waste of everyone’s time: the discussion would get side-tracked, participants were unprepared and, in turn, no decisions were made. So if you want to avoid such a situation, an agenda is a must! This meeting outline will not only help everything run smoothly but also ensure each attendee knows what they should expect. There are a few things that each agenda should include, such as the time and place of the meeting, a list of the topics to be covered, any relevant documents, and the approximate time when the meeting will end.

• Date and location. The date may have a huge impact on the meeting’s attendance. Double-check whether the session isn’t taking time during any holiday season and that everyone who should be present at the meeting will be able to attend. When it comes to the meeting room’s location, it should be easily accessible from many parts of the city. Some will be traveling by public transport, and others by cars, so make sure that there are both public transport stops nearby and a parking lot.

• The number of attendees. Before you make any final decisions about the meeting room where you’ll be holding your meeting, make sure you know how many people will be attending. Calculate the number of attendees and look for spaces that will accommodate everyone. Having a guest list will not only prevent you from booking a too-big room for a small crowd but also avoid securing a tiny space for a lot of people. Once you have the guest list, try out the smart filters on our platform. They will help you search by the number of guests so that you only browse those meeting rooms that are ideal for the number of participants that you expect.

• Necessary equipment. When looking for a meeting room, check what kind of equipment they have available on-site. Make sure that your chosen venue has everything you’ll need, for example, whiteboards, projectors, TVs, AV equipment, as well as reliable WiFi. Just to be on the safe side and avoid any unpleasant surprises during the meeting, test whether the connection works properly before the session.

You’re familiar with a few planning tips and tricks, now it’s time to start planning! An action plan will help you organize a productive and enjoyable meeting, without a doubt! It can also save you lots of stress and money! If you’re working with a limited budget, we have jotted down a few tips that will help you create a great plan and, in turn, organize a meeting on a budget!

How do I throw a meeting on a budget?

• Set your budget. Calculate how much money you can spend on organizing the meeting. Having a clear budget and knowing how much you can afford to spend on each aspect of the event will help you a lot! We recommend drawing up a rough budget - create a spreadsheet where you’ll be able to keep track of all your costs.

• Be flexible. Especially when it comes to the date of your meeting. Don’t settle on one day. Have a few dates in mind and when looking for a meeting room, check when the offers are the best. If you’re planning a small meeting, you’ll be able to host it during working hours. Large conferences can take place on the weekends, but if you want to save some money, think of a weekday as well.

• Venue. Co-working spaces are the most budget-friendly option for holding meetings. Don’t worry, it doesn’t mean you won’t have any privacy - very often, there are small meeting rooms that you can book for high-priority sessions.

• Create a guest list. Since it’s a low-budget meeting, we suggest you reduce the number of attendees to the minimum. Think carefully without whom the meeting can’t take place, draft the guest list and check whether you’ll fit within the budget.

• Equipment. Make sure the equipment you’ll need for the meeting is already included in the rental fee. If it’s not provided on the venue’s profile, feel free to reach out to the venue manager and ask what facilities they offer.