Category: Blog-en

The rental of conference rooms is constantly growing in demand nowadays. Meeting rooms in Neuchâtel are chosen for various purposes: trainings, seminars, brainstorming, or business events. Conference rooms serve as a multipurpose facility for any event.

However, quite often different situations arise that lead to misunderstandings between the contracting parties of the conference room rental agreement. Most of these disagreements occur due to the lack of settlement in the contract. As a matter of fact, in a majority of cases, the contract is not read at all by the different parties.

In reality, there are many situations that are not covered by the contract. Luckily you can most of the time mutually reach a beneficial compromise. However, sometimes renting conference rooms can turn into a long legal dispute…

So what should the contract stipulate in advance?

The meeting room must be rented out together with all technical equipment exclusively for its intended use (it may be a projector, microphone, speakers, etc.).  

When a conference room is loaned to a tenant, the tenant is also allowed to place information (newsletter, advertisement) there. To avoid confusion, it is better to negotiate this aspect as additional clauses in the contract.

The method of payment is particularly important for the rental of a conference room. If it is a monetary value, then it is simple. However, if the price of a conference room is expressed not in monetary terms but in services or benefits (e.g. the opportunity to participate in a conference organized by the tenant), then not only additional clauses in the contract may be required, but also an additional agreement.

The rescheduling (including unilaterally), the cancellation of the conference room rental, and early termination of the contract should be specified in the contract most thoroughly.

In order to prevent any unforeseen disagreements, it is better to specify in the contract all sorts of additional details: exact dates of conference room rental, furniture arrangement plan and number of participants.

The rental time period is the toughest issue in renting a meeting room. A separate clause in the contract should specify the time when the tenant can enter the conference room before the event, the duration of the event, and the time during which he or she is entitled to stay in the conference room after the event. As a rule, the time before and after the event is around 20-30 minutes.

At Coworking Neuchâtel, we have taken into account all the above-mentioned instructions to deliver a seamless experience for the conference rooms’ rentals. The rental contract specifies the date, arrival, and departure time; included services (privative use of floor space and furniture, reception, conference equipment, cleaning, etc) and desired layout. It is possible to change the event date up to 3 weeks before the scheduled reservation of the meeting room. The contract also provides discounts for subsequent reservations of the conference room. Take a moment to read the main provisions of our rental contract:

In this article, we have enumerated the main points to pay attention to when signing a conference room rental agreement.  In any case, a lot depends on the location, type of event, and simply on the human factor. Therefore, we recommend you to choose meeting rooms at Coworking Neuchâtel, where you can rely on the professional expertise of our team.

Nowadays, running any kind of business is a difficult activity. In a very competitive environment it is essential to make the best possible impression on business partners, which means that meetings should be organized at the highest level. The conditions under which the meeting and negotiations will take place will have a great influence over the outcome and the following aspects should be taken into account before renting the meeting room:

Location of the meeting room

First of all, you should pay attention to the location of the meeting room, as it should be convenient for all participants to reach it. The best place would be located near the city center, with convenient parking spots nearby. It is not worth choosing remote, unknown streets, as well as unpopular areas. If participants have to travel long distances to the meeting place, they will be tired by the time the meeting starts.

Capacity of the meeting room

When choosing a conference room, the number of participants must also be taken into account. However, crowded rooms should also be avoided and there should be sufficient distance between chairs so that participants do not sit too close. Also it is necessary to think over the arrangement of the chairs in the room so that the participants can perceive the information in full and do not miss the important details. It is advisable to get some extra chairs in case someone else decides to join the meeting.

The design of the meeting room

The design and decoration of the meeting room play a significant role. For business meetings you should choose rooms with the appropriate furnishing, ideally combining casual comfort and a residential feel. Sometimes the organizers of a meeting can adjust the design of the conference room to suit their event.

Equipment available for use in the meeting rooms

There are different pieces of equipment that should always be available in conference rooms. The majority of meetings and conferences require the use of computers, microphones, and projectors. If any equipment is needed for a meeting, it is better to choose a meeting room where all this is already installed, reliable, and secure.

The price of renting

An important selection criterion is the price of renting a conference room. It is necessary to estimate your budget and build on this amount to select suitable options. If you have chosen a particular meeting room, you can also visit the organization in person and view it from the inside. 

Extra services

If the conference or training takes a long time, then it may be necessary to take a break and to have small snacks, coffee, tea, and soft drinks. At the end of the meeting, you can also ask for assistance in organizing a coffee-break, a catering service, a buffet, or a business lunch. This will help the organizer to save time by delegating this process to a professional team, which will arrange everything according to the customer’s wishes and budget.

Last but not least, when choosing a conference room for any type of event, you should personally check the facilities, make sure the necessary equipment is available, and only then rent the meeting room.

To go further:

How to run a more effective meeting
Seven steps to running the most effective meeting possible
The condensed guide to running meetings