Cheap Meeting Rooms for Rent in New York City, NY

Your Guide to Renting Cheap Meeting Rooms in New York City, NY

How to find the ideal meeting room?

You’re definitely in for a treat when it comes to meeting room rental in New York! Each neighborhood is brimming with great meeting rooms of different sizes, interiors, and offers. And what’s best, they’re all affordable for any wallet. But how to find ‘the one’ among the sea of spaces that will guarantee your meeting's success? Don’t worry because with our help it won’t be too much of a hassle! We've made a short list of key elements to make sure the search is easier. And we promise you that after a quick read you will find the right space in a flash and even enjoy the experience. So, start reading now! 

1. The color scheme 

It's common knowledge that colors have a huge impact on our mood. So don’t forget about that during your hunt for the perfect meeting room! Pay attention to the color scheme dominating in the room that you are considering, and keep in mind that dark colors might bring negativity and lower the participants’ productivity. Focus on rooms that have neutral colors, such as white and beige as they brighten the space, and keep it lively. These colors, as well as different hues of green, yellow and blue, can actually contribute to a dynamic vibe and help everyone stay energetic during the meeting. 

2. Room size

To make everyone feel comfortable and stay focused on the meeting, remember to check the room size. Too small or too big spaces can make the attendees feel distracted, so to avoid such accidents, make a brief list of participants and use the number during your room hunt. Why not use our smart engines? It’ll be super easy to find the right space matching the number of participants. After you type in all the details, you will see a curated list matching them. And there’ll be no room for any setbacks!

3. Furniture 

Don’t underestimate the importance of furniture in your desired meeting space. As you will probably be sitting most of the time throughout the meeting, make sure to check whether the chairs are comfortable, ergonomic, and have back support and armrests. Also, consider the room’s table layout. Which one will work best - one long table, or a few smaller ones? 

When it comes to equipment, make sure to research whether your first-choice meeting room comes equipped with all the necessary things you might need. If you require some extra equipment, you should check if the room has it before signing the contract. Also, ask about any additional charges to ensure that you know what you will be paying for.  

4. Illumination

Just like colors, light influences our moods. Check out if the space is properly lit, and when it’s not if it’s possible to add some extra illumination. Why should you care about it? A lack of proper light might cause fatigue and lead to your guests having problems with eye strain. This may cause a loss of focus and productivity which should be avoided if you want to achieve the meeting’s purpose. 

5. Location 

Location can have a huge impact on attendance. So don’t pick a space that is across the city and difficult to reach. Show that you value your participants’ time and pick a room that is easily accessible, preferably near public transportation, and with public parking lots not too far away. Trust us, everyone will be grateful that they don’t have to waste time to make it to the meeting.  

How to plan a productive meeting?

Once you’ve found your ideal space, it’s time to plan the meeting! In case it’s your first serious event, check out our tips on how to plan out a meeting that is productive and enjoyable at the same time. And if you’re already done with planning, make sure to skim through and check if your plan includes all the necessary elements. 

Determine the meeting’s purpose and structure - What is your ultimate goal for this meeting? To come up with a solution to a problem, nail a project, or brainstorm for new ideas? Once you’ve established the purpose of your meeting, it will be easier for you to determine what type of structure will be the best to achieve it. You can, for example, go for a discussion panel, or a brainstorming session, if you believe it will be the most effective and engaging. 

Set the date and time - Schedule a meeting after checking if the date and time are the most convenient for everyone to attend. Avoid having a meeting during the holiday season, as well as on weekends, as it might affect attendance. On the day of the meeting, it’s important to stick to the time frame, so try your best to start and finish on time. Otherwise, the participants might feel that you don’t value their time.  

Create an agenda - To let everyone know about the purpose of the meeting, structure, activities as well as date and time, location it’s best to create an agenda. Send it via email at least a couple of days before, as it will give everyone the chance to plan and prepare. It will be also helpful to you, as you can take a peek at it during the meeting to keep the schedule on track. 

Test the needed equipment - Remember, better be safe than sorry! So try out any electronic equipment before the meeting to make sure that everything works well and there won’t be chances of the projector breaking or the computer freezing in the middle of the meeting. 

Think of refreshments - If your meeting is a longer one, don’t hesitate to organize a table with some snacks, water, and coffee. Food and drinks will keep the attendees awake and productive throughout the meeting, so make sure there is something they can grab from the table!

FAQs about Cheap Meeting Rooms in New York City, NY

How much does it cost to rent a cheap meeting room in New York?

To rent a meeting room that won’t break the bank, expect to pay anywhere between $35 to $100 per hour. Generally, the costs will vary depending on the room’s location and popularity, as well as what it offers. The final rental price may depend on what package offer you choose, as well as the equipment. (All data from Tagvenue.com.)

How far in advance should I rent a meeting room in NYC?

At least 2 weeks before the meeting. According to our data, this will give you enough time to find meeting rooms that you like, reach their managers and compare offers to decide on which one is the best deal for the price it charges. But it’s always best to start your search once you’ve set your initial budget, guest number, and what type of meeting room will be the best to make everyone comfortable and engaged. This will help you minimize the time spent on the hunt.

What type of meeting rooms can I find in New York?

Pretty much any type that you might think of! Be sure that you will find fantastic daylight studios, lofts, seminar rooms, as well as classic conference rooms, classrooms, and flexible spaces. So think which type of a room will be best to help you meet the purpose and start looking!

Where can I find the best cheap meeting rooms in New York?

You will find the best options in Manhattan in Soho and the Financial District. There you may find office buildings that offer meeting room rentals at reasonable prices starting from $35. But if Brooklyn is a location that you consider, then head over to Williamsburg, Brooklyn Heights, or Bushwick and neighboring areas.