Small Meeting Rooms for Rent in New York City, NY

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

Usually, meetings are held to exchange ideas, discuss pending matters and achieve mutual goals. To ensure that it is successful you have to book the right space! So before you start any preparations or planning, make sure to find the best place that will work for everyone. We’ve put together a few key factors that you should consider when looking for a meeting room in NYC. Trust us, once you’ve gone through them, you will know exactly what type of small meeting space you should be looking for!

How to decide on the perfect meeting room:

• Budget. Let’s talk numbers first. Without a set budget, you won’t be able to narrow your search to just those places that fit your price range. But don’t worry, you can use our platform and easily filter New York City’s meeting spaces by price! But remember one thing: always check what’s included in the rental fee, i.e. what kind of equipment and facilities you’ll be able to use free of charge and which will come with an extra fee.

• Size. Once people have responded to your invitation, you’ll know how many you should expect to show up to your meeting. It may happen that someone will cancel last-minute, but you’ll still know the approximate number of people so you should be able to book the perfect-sized space. Make sure there is enough room to comfortably accommodate everyone but avoid renting a meeting space that’s too big - nobody wants to overspend, after all.

• Location. The meeting room’s location will definitely impact the session’s attendance. Don’t make everyone spend too much time commuting to reach the place. An ideal spot should be easily accessible to everyone, whether they’ll be using public transportation, driving by car or even walking. So make sure to keep the location in mind while searching for a meeting room - it’ll show other participants that you value their time.

• The meeting’s purpose. To ensure the best experience for every attendee, consider whether the meeting room matches your session’s purpose. For a board meeting, for example, the space should be of a certain standard. Or when holding a session that some participants will be joining remotely, make sure the venue has all of the necessary equipment and a stable internet connection. But when it’s a brainstorming session with your colleagues, go for a room where everyone will be able to comfortably work on their laptops and collaborate together on a whiteboard. So, whatever your need, make sure the space fits your requirements as closely as possible.

• Necessary equipment. Think carefully about the equipment you’ll need to conduct a successful meeting. Make a list and check whether the venue that you’re checking out has it on offer (also find out whether it’s included in the rental fee or if you’ll have to pay extra). Most meeting rooms in New York have basic equipment, such as chairs, tables, microphones, projectors, whiteboards, etc. In case you’re unsure about what kind of gear you’ll find in the venue and how much you’ll have to pay for it, always ask the manager before signing the contract. We also recommend testing the equipment and the internet connection prior to the meeting -  it’s better to be safe than sorry!

What kind of meeting rooms can I find in NYC?

• Boardrooms. Traditionally, these are the spaces where a company’s board of directors meets. Boardrooms offer excellent privacy and high-quality equipment! In case you’re looking for a small place, in New York, you’ll easily find boardrooms that are perfect for 4 up to 10 people.

• Meeting rooms. These are basic rooms with tables and chairs, a flat screen TV or a white board for any presentations. They’re ideal for holding informal business meetings, client meetings, job interviews or brainstorming sessions. Sometimes they may offer complimentary coffee, tea or water in a separate break out space.

• Private dining rooms. In case you’re looking for a place where you could have dinner with the investors or a lunch meeting with other board members, you can’t miss out on NYC’s private dining rooms! They offer a unique ambiance, delicious food and lots of privacy.

• Co-working spaces. If you’re after an affordable alternative, you have to check out the city’s co-working spaces. They’re getting more popular since so many of them have popped up in the last few years all over New York. They do offer less privacy than boardrooms or private function rooms, but that doesn’t mean that your meeting in a co-working space will be any less fruitful. What’s more, some co-working offices offer private or semi-private areas as well. If you’re on a tight budget but still need somewhere to host a meeting, contact the manager of the co-working space you’re interested in and ask whether they have a private room you could book.

FAQs about Small Meeting Rooms in New York City, NY

How much does it cost to rent a meeting room in NYC?

You won’t have a problem renting a meeting space in New York that’s suitable for both your budget and the number of participants. Rental fees start at $50 and reach upwards of $250 per hour. If you’re looking for somewhere offering a full-day buyout, expect them to charge from $1000 to $5000 per day. (Based on data from Tagvenue.)

Where in NYC can I find the best meeting rooms?

For great meeting rooms in Manhattan, check out the Financial District, as well as Midtown, Chelsea and SoHo. If you prefer the other side of the East River, have a look at the meeting spaces around Williamsburg, Park Slope and Brooklyn Heights. And how about Queens? Areas such as Dutch Kills, Astoria, or Ditmars Steinway boast a number of well-equipped meeting rooms of all sizes.

How far in advance should I book a meeting room?

Expect to book at least 14 days before the meeting. But start the search as soon as you’ve set the date, your initial budget and the approximate number of attendees. According to our data, this will give you enough time to find places that you like, reach out to the venue managers and compare offers to find the best value for money.

What hours are meeting rooms available?

There is no set time slot - availability all depends on the venue. Usually, meeting rooms are available from 9:00 am to 6:00 pm, but it’s also possible to find places that are open from 8:00 am until 9:30 pm.