As a busy office manager, you juggle a million things every day—from managing office supplies to scheduling meetings for every department under the sun. And let’s not forget about finding the perfect meeting room. Whether you’re hosting a quick brainstorming session, impressing a client, or organizing a major corporate event, choosing the right venue can feel like just another thing on your endless to-do list. But fear not! We’re here to help you navigate the world of coworking spaces and hotel conference rooms without adding any more stress to your plate.
Step 1: The Size of Your Meeting—Because Bigger Isn’t Always Better
You don’t need a massive ballroom for a 5-person strategy session. That’s where coworking meeting rooms come in like the ones we have here at FireWorks Coworking. They’re perfect for smaller, more intimate gatherings that need to get things done quickly (like team brainstorms, client pitches, or those “what’s for lunch?” discussions). Expect these rooms to comfortably fit 2 to 20 people—just enough for the squad, without any wasted space.
But if you’ve got a full-blown corporate retreat or a conference with hundreds of attendees, you might want to opt for the grandeur of a hotel conference room like the Loews Hotel in downtown Atlanta. They’ve got the capacity and all the bells and whistles you need—without making you feel like you’re hosting a 5-person meeting in a stadium.
Step 2: Budgeting Without Going Into the Red
As a busy office manager, your budget is precious. Coworking spaces are your best friend here. These spaces are affordable with hourly rates starting around $45, and full-day rentals typically range from $280 to $600 (depending on how fancy you’re feeling). Plus, many coworking spaces throw in perks like complementary AV setup and free coffee, which, if you’re anything like me, is probably the only thing keeping you going.
Hotel conference rooms, on the other hand, are a bit like that high-maintenance coworker—expensive and not shy about it. Small meeting rooms can start at $300, and don’t even get us started on those larger event spaces—prices can easily and quickly increase, especially when you add catering, A/V equipment, and service fees. Oh, and they might ask for a food and beverage minimum. Budget-friendly? Not so much. Dressed to impress, on the other hand? This is your go-to!
Pro tip: If you are looking for a large scale hotel conference room to impress your guests but not be caught off guard with one-off fees and surprises, consider asking your prospective locations if they offer any kind of Meeting Packages. These packages are thoughtfully designed to include everything that you and your guests need, while conforming to a fixed price per person or overall. These packages are usually tiered out, so be sure to look over everything to ensure you are not over paying for something you might not need.
Step 3: The Perks—Because You Deserve Some Luxuries
Now, let’s talk amenities. Coworking spaces are all about making life easier. Need fast Wi-Fi, whiteboards for brainstorming, and a comfy chair to get that conference call done? It’s all there. Oh, and if you’re one of the lucky ones, your coworking space might even have complimentary snacks and coffee to keep you fueled.
But if you’re dealing with high-profile clients or hosting an event that needs a touch of class, a hotel conference room might be just what the doctor ordered. Think big-screen A/V setups, full-service catering, and the luxury of on-site accommodations for your out-of-town guests. With this setup, you can even hire a concierge to make your event feel extra special.
Step 4: Flexibility—Because We All Know Last-Minute Changes Happen
As the busy office manager, you’re used to last-minute meeting changes, and coworking spaces are more than happy to accommodate you. Many spaces let you book on the fly—sometimes even on the same day. You can book online in minutes, and voilà, meeting room secured.
Hotels, however? You’ll need to plan ahead and work with their team to ensure every moment of your event goes off flawlessly. We’re talking contracts, deposits, and extensive paperwork (for good reason) . Plus, they might have strict rules about how many people need to show up, making them less ideal for quick or small meetings.
Step 5: Location—Because Where You Are Matters
Location is a huge factor when choosing a meeting space. As the busy office manager, you’ll want to pick a venue that’s convenient for your attendees. If you have team members or clients traveling from different areas, make sure the location is accessible.
Coworking spaces are often located in central, easily accessible areas, making them ideal for small meetings that require convenience. They’re usually just a short drive or public transit ride away from major cities, which is perfect if your meeting attendees are scattered across the city. You can also find indie coworking spaces centrally located in many suburban markets making this the most ideal spot for team members who don’t frequently need to navigate the city.
Hotel conference rooms, though, can be a bit trickier in terms of location. Many hotels are in prime locations that offer lots of amenities—great for corporate events with out-of-town guests. However, this might not be as ideal for team members who live locally. One trick is to think about the number of local versus out of town attendees and try to find a solution that sticks with the majority.
Step 6: Making the Final Call—You’ve Got This!
At the end of the day, the best meeting space for you is all about what you need. If you’re looking for a flexible, cost-effective, and casual space for a smaller group, coworking spaces are the way to go. They offer all the tools you need to get the job done—without the frills.
But if you’re planning a big, fancy event that demands top-tier amenities, hotel conference rooms take the crown. They’re built for grand occasions with all the formalities you might need.
So, the next time you’re picking a meeting spot, ask yourself: What’s my budget? How many people are coming? Do I need a quick and easy solution or a full-service experience? With these answers in hand, you’ll be ready to make the right choice for your meeting—without the stress!
Final Tip for the Busy Office Manager:
Still stuck? Don’t forget to check out coworking spaces near you! They might just surprise you with their flexibility, modern design, and—let’s be real—the best coffee in town. Booking a tour with a coworking space is easy and straightforward- simply give their Community Manager a call! Or if you’re feeling fancy, a hotel might be the luxury escape you need to host your next big event. The easiest way to do this is to choose a few hotels and submit an event quote request through their website. You can typically expect a reply back from a team member within 1-3 business days so be sure to give yourself some lead time. Either way, you’ve got this!
