Meeting Rooms for Hire in London

Planning a corporate meeting or business event for the first time? No matter what tips you get from your colleagues, if you’ve been tasked with it, then it’s all down to you. Whether it’s a team meeting, an AGM, a board meeting, or an international business gathering, the planning structure remains the same.

Follow these essential meeting planning tips and take the stress out of organising your event.

1. Understand the Purpose

Why is this business meeting happening? Is it a regular team catch-up, an annual strategy review, or an urgent corporate discussion? Clearly defining the purpose and expected outcomes will help you organise a successful and productive meeting. It also ensures you invite the right attendees.

2. Timing is Everything – Is Now the Right Time?

Does the meeting schedule make sense? If key documents aren’t ready or a crucial attendee will be unavailable, consider postponing. While urgency is important, a meeting without the necessary resources or people will be ineffective. If you have to hold another meeting later, it wastes time for everyone.

3. Collaborate with Attendees

If this is a new meeting without a set agenda, discuss it with attendees beforehand. What are their key objectives? Are there any pressing topics they believe should be included? Gathering input in advance ensures better preparation and engagement.

4. Find the Right Meeting Venue

Choosing the best meeting venue in London is crucial. Consider:

• Location – Is it easily accessible for all attendees?
• Facilities – Does it offer WiFi, AV equipment, catering, and breakout areas?
• Capacity – Will it comfortably accommodate your guests?

For a productive and professional environment, ensure your venue aligns with the nature of your meeting, whether it's a formal boardroom, a creative workshop space, or a large corporate conference hall.

5. Create a Clear Agenda

A well-structured meeting agenda ensures the event stays on track. Best practices include:

• Drafting the agenda in advance and allowing input from attendees
• Assigning time slots for each discussion point
• Referencing any supporting documents
• Sending the agenda and materials at least a week before the meeting

6. Appoint a Chairperson

A meeting chair is essential to:

• Keep discussions focused
• Ensure all voices are heard
• Move the agenda forward
• Summarise decisions and action points

Having a strong chair helps avoid time-wasting tangents and keeps the meeting efficient.

7. Record Meeting Minutes

Without written minutes, it’s as if the meeting never happened. A designated note-taker should:

• Record key decisions and action points
• Seek clarification if needed
• Send minutes within a week for review

Tip: Highlight action points in bold so attendees know their responsibilities.

8. Ensure Comfort & Networking Opportunities

For long meetings, providing breaks is essential. Arrange:

• Tea, coffee, and refreshments throughout the day
• A lunch break with a relaxed setting
• An evening networking reception, particularly if attendees have travelled

This enhances the meeting experience and encourages valuable connections.

Final Thoughts

By planning thoroughly and choosing the right meeting venue in London, you can ensure a smooth, productive, and engaging business event. Ready to find the perfect space? Browse our top-rated meeting venues and book with ease.

Is it expensive to hire a meeting room in London?

You’d be really surprised how affordable it can be to hire a meeting room in London, even on a regular basis. As workforces are becoming less centralised, many working spaces are offering flexible rates for different meeting requirements and frequencies. If you are considering making a regular booking, it’s worth asking the venue manager whether you can get a repeat discount.

Where are the best locations for hosting a meeting in London?

The best location is always going to be the one that’s most convenient for your job. It can be tempting to book in a traditional space in Canary Wharf, but it’s not always logical to get your colleagues to trek across London if you’re normally based in West or North London. Most areas of the city have multiple options for meeting spaces, so try using Canvas to look around your local area, and only broaden your search if you can’t find what you need.

What is included in the price of a meeting room?

Each venue will offer different rates, amenities, and facilities, so it’s always good check in with the venue manager to ask what will be included. The best venues will include all the furniture and set-up, fast WiFi and AV equipment. If you would like to host a catered meeting, they may be able to offer that for you or have recommendations for local places to get food delivered

How can I hire a meeting room in London?

Canvas is the perfect place to find your next meeting room hire in London. We have the most advanced filter when it comes to finding a venue, so you know the options you’re seeing will be perfect for you. All of our venues are handpicked, and we have curated shortlists of some of our favourite spaces on the blog if you’d like some inspiration.

How do I book meetings and accommodation in London?

We have more than 20 beautiful hotels with us on Canvas that also offer meeting facilities, so it’s best to start there. All you need to do is search for meeting spaces, then select “Style” on the search results page and choose “Hotels”. When you make an enquiry, remember to mention that you’re also looking for accommodation, and if possible provide a rough estimate of the number of guests you’re expecting.

How do I decide between hiring a conference room, office space, office, and studio?

The perfect venue depends entirely on you! Depending on the tone of the event, the amenities you will need, the amount of people you plan on inviting, your budget, and the location, you may be best suited to any of the above. The best thing to do is simply think about what you want, look at your options, and go from there.

What's the shortest time I can book a meeting for?

As for the shortest time you can book a meeting for, many venues offer flexible booking options, with some allowing time slots as short as one hour. This is particularly convenient for event planners looking to organise quick meetings or interviews.