Conference Room Essentials - What You Need for a Successful Meeting

Effective meetings depend on the proper meeting space. So if you are an attorney seeking a space for depositions, work from home and don’t have access to a dedicated boardroom, or if the conference room in your office isn’t large enough for an upcoming meeting, you’ll need to look into a conference room rental.

At Office Evolution Herndon, we understand the importance of effective meetings. We also know what kind of space it takes to not only conduct a productive meeting but make a professional appearance. Yet, what makes a perfect conference room space? Below are some essentials to consider when looking to rent your conference room.

What You Need in a Rented Conference Room

  1. The Right Amount of Space. If you’re conducting a meeting with fifteen or twenty participants, a space designed for ten people will quickly derail your meeting and make a wrong impression. A smaller meeting of fewer than ten people in a cavernous space could make your guests uncomfortable. Getting the right sized conference room tailored to your needs can make all the difference.

  2. Collaboration-Friendly Design. Work environment has a significant impact on workers and worker interactions. Studies have shown that small factors, like lighting and ergonomics, can impact the effectiveness of conference spaces. Make sure you choose a space with good lighting, comfortable furnishings, and a collaboration-friendly layout. Our furniture, table and equipment choices are a result of 100s of hours of testing and lessons learned from many of our locations.

  3. Meeting Equipment. Chances are you’ve been to a meeting that has been interrupted because something is missing – paper, equipment, adequate outlets, etc. Don’t let your meeting get highjacked by the equipment search. Make sure the space you’re renting is fully equipped with any technology or tools you might need. This includes teleconferencing equipment, a TV or projector for computer presentations, or a whiteboard for brainstorming. Each of our conference rooms contains all of the necessary A/V and brainstorming essentials to conduct a professional meeting.

  4. Onsite Services and Support. Pre-meeting or mid-meeting problems need to be solved quickly so as not to waste client or employee time. That’s only possible with responsive onsite support. Onsite services, such as front desk reception, for instance, can help your guests feel welcomed on arrival while giving you more time and space to focus on getting set up. Speak to our Business Center Manager who will ensure your meeting needs are met. We are happy to arrange transportation from Dulles Airport to our Meeting Space.

  5. Professional Privacy. Depositions, HR conferences, and investor gatherings are examples of meetings that demand a quiet, private setting. Before selecting a conference room space, consider the sensitivity of the meeting and the data that may be shared. Make sure that the space you choose is soundproofed and doesn’t have invasive sightlines. Office Evolution Herndon conference rooms have been designed with in-wall soundproofing to create a private meeting space.

Conference Room Rentals at Office Evolution Herndon

Office Evolution Herndon has conference room rentals to fit all your needs. Our space includes several conference rooms that you can rent by the hour.

Also, we offer numerous support services such as live call answering, front desk receptionist, free WiFi, ample parking, access to printers/fax, technology support and even free coffee house quality coffee and tea. Our location is perfect for businesses throughout the Dulles Technology Corridor from Tysons Corner to Reston, Herndon, Ashburn and elsewhere in the Northern Virginia area. Soon you will be able to take the Metro from Dulles Airport or from Washington DC to our location.

Office Evolution Herndon — 205 Van Buren St. Suite 120 Herndon, VA 20170

Minutes from Dulles Airport and centrally located in the Herndon Business District, Office Evolution Herndon keeps you in the center of the action without the long commute. We’re just a short drive from Ashburn, Reston, Sterling, Chantilly and other nearby communities. When the new Silver Line Metro Station opens, you’ll be within a 10-minute walk. For those who drive we have Free Parking.  Outside the office, we are a great location for work or play. Walk to Worldgate Centre for premier shopping, movies and dining. Get lunch at fantastic local restaurants, or head to Reston Town Center.