The Ultimate Guide to Finding Large Conference Rooms for Business Meetings in Austin

large conference room

Austin, Texas, is one of the fastest-growing startup hubs in the country, with many new companies flocking to the city every year. It’s been ranked as one of the best cities for business by Forbes Magazine. With this influx of companies comes a need for sophisticated conference spaces.

However, not all conference rooms are the same, and it’s essential to strike the right balance between cost and quality. This blog post will serve as a guide to finding large conference rooms for business meetings that Austin has in its vicinity. We’ll go over some common challenges, what to look for when scouting locations, and we’ll finish by recommending some great spots.

Interesting Statistics About Remote Work

We are all used to remote work since COVID-19, but just in case you want to know how prevalent it is, here are some stats pertaining to conference rooms that might interest you.

  • There are over 100 000 self-employed people in Austin alone who might be looking for affordable shared office space. Beat them to the punch.
  • Employees who work remotely are some of the most productive workers. An average remote worker can produce 10% more than somebody sitting in front of a computer at their typical 9-5 job.
  • The COVID-19 pandemic has been linked to a surge in productivity. There’s an estimated 40% increase in people working from home and most of those who work from home report having a greater sense of balance.

Who Needs Large Conference Rooms for Business Meetings in Austin?

Many businesses can benefit significantly from renting a coworking space to host their business meetings. While the big dogs usually have a dedicated conference room within their headquarters, not everybody has that luxury. Renting a large conference room for business meetings in Austin might be for you if you are part of:

Remote Teams

The advent of the Internet has allowed for the birth of companies that strictly operate remotely. The constraints of large office spaces no longer bind these companies, but they need to stay connected. Hosting regular business meetings is one of the most important ways to keep their employees on track with company initiatives and goals.

Startups and Small Businesses

New and growing businesses can benefit from renting a conference room as well. Oftentimes, startups and small companies don’t have dedicated conference rooms for business meetings. Having the opportunity to rent an affordable space with all the basic amenities (projector, wifi, whiteboard) can be a tremendous asset.

Large Companies

Even large companies can benefit. Sure, having your own conference room is great, but that doesn’t mean you should be afraid to leave the comfort of your office. Nothing beats meeting in a different environment. People often work more collaboratively and productively offsite than they do in their typical office space.

Freelancers/Solo Entrepreneurs

While not always a company of their own, freelancers and solopreneurs often benefit from renting conference rooms for business meetings as well. If you work from home or in a small office space, having the opportunity to rent a workspace with other professionals can be beneficial for your productivity and your mental state. Plus, if you’ve been working long hours at your desk, a change of scenery is never a bad idea.

Related: How to Find Affordable Coworking Space in Austin

Benefits of Renting a Conference Room in Austin

If your situation fits the above, you may require a large conference room for business meetings in Austin. Smaller businesses have tighter budgets and might be wondering: Is it worth it? Renting an affordable conference room might just be what you need. Here are some great benefits of renting a conference room:

Visual Stimulation

Research has shown that working in different settings can increase your creativity and productivity. In fact, having a new space to work from is enough to stimulate your brain.

And it’s not just the physical space. Even if you rent a large conference room for business meetings with the same amenities as your office, it can be beneficial to change up your workflow. You might find yourself using equipment that enables you to think in different ways than usual.

Getting Out of The Office

If you work from home or in a small office, finding an excuse to leave can be difficult. But if you rent a private office, there’s no excuse. Remember the change of scenery study? With a conference room, you’ll have your pick-of-the-litter when it comes to beautiful new views.

Collaborative Environment

One of the best parts about renting a conference room is that it allows you to create a collaborative environment. Indeed, we often feel our best creative juices come from solitude, but it can be all too easy to get stuck in a rut. A conference room is an excellent place to bounce your ideas and challenges off other professionals and creatives.

Affordable Space

For all the benefits that renting a conference room can provide, it’s important to note that they’re also very affordable. Renting one of the large conference rooms for business meetings Austin has to offer costs anywhere from $75-500/month (or more if your needs are greater.) The alternative for startups would be moving your operations into a big enough building to have a dedicated conference room, but that’s not always possible. 

What to Look For in Conference Rooms

So you’ve decided to rent a conference room. Great. Now, what should you look for when renting Austin conference rooms? These should be taken into consideration before you sign any agreement:

Size Matters

When it comes down to it, size does matter. There’s no sense in renting an oversized conference room that you won’t get any use out of. Or even worse, a conference room that’s too small. You should consider the purpose of your meeting.

If you’re planning to have your whole team of 30 employees in one conference room, it’s probably a good idea to find something bigger. The same goes for the other way around. If you’re just looking for a quiet space to have drinks with investors, you can keep your meeting in a smaller conference room.

Flexible Pricing

The most aggravating thing about renting large conference rooms for meetings in Austin is getting locked into a contract. Some businesses need access to the building at all times, so they’re better off paying for a dedicated desk.

Other businesses don’t need 24/7 access and may only need three days per week. In that case, you don’t want to be paying for what you don’t use. 

Location, Location, Location

Location is an important factor when it comes to renting a conference room. Do you want something centrally located near all your clients? Maybe somewhere close to where your office is so that it’s easy for your employees to get to? Make sure the conference room is close to everything you need.

Related: Evaluating Shared vs. Private Office Space in Austin, TX

Austin is a beautiful city that attracts many entrepreneurs and startups. There are few unique coworking spaces in the area with large conference rooms to rent, but sometimes it can be challenging to find one when you need it.

If you’re looking for an affordable way to hold your next business meeting in Austin, there’s no better option than renting a conference room in the center of the city.

Amenities You Need

It would be best if you also considered the amenities you need in your conference room. Do you plan to work with video or audio equipment during your meetings? Or maybe there’s wireless Internet that you’ll want for presentations. Most rooms come with the basics, such as chairs, tables, and a projector. Make sure the place has what you need.

If you’re trying to portray a high-end impression to your prospects, you should look for more luxurious amenities. Things like a private bathroom, extra parking space, and catering availability. These things send the right message to your prospects and impress them with your attention to detail.

A kitchen is also a great amenity to have in your conference room. It’s important to provide snacks and drinks when you rent large conference rooms for meetings in Austin, especially during long meetings that may drag on for hours. Some other amenities you may need include:

  • Printers
  • Coffee & Tea
  • Mailboxes
  • Guest Passes
  • Charging stations for Electronics
  • Rest Area

Cleanliness Counts

If you want to keep your business running smoothly, it’s important not to risk a dirty conference room. Always check for cleanliness before agreeing to anything. If there’s one thing that can tear down an otherwise excellent meeting, it’s a room full of dust and grime.

Funnily enough, the cleanest places are usually those that accept pets, another plus. This is because they have a dedicated sanitation team that cleans thoroughly after every pet.

Adaptable Schedules

It’s also essential to look at the schedule of the conference rooms you’re considering. Can they cater to your specific needs? Some rooms only open during certain times, so you’ll want to make sure they can accommodate you before you sign any agreements.

For example, finding a place with flexible scheduling is helpful for businesses that are constantly changing their hours. Not only does this help save time for everyone involved, but it also makes sure that the room is used to its fullest potential.

If you work the night shift, don’t settle for less than what you need. There are many fantastic conference rooms in Austin that offer flexible hours and no sign-on fees.

4 Steps to Securing The Ultimate Conference Room in Austin

Now that you’ve established your needs, it’s time to follow through and change your employee experience for the better. Follow these simple steps to finally secure the conference room you’ve always wanted.

1. Scout Your Location

The first step is pinpointing your exact needs. You may need to be in Central Austin to more easily accommodate your employees, clients, and potential investors. You can also search for places near your office if the convenience is worth it to you.

2. Talk to The Managers

Once you have your list in place, it’s time to track down some managers and start asking questions. Walk into the spaces and let them know what you’re looking for and your price range. This will help weed out the locations that won’t work and also help you find out which places can give you precisely what you need.

3. Choose a Membership Option

Next up, you should consider if membership is suitable for you and your business. A good way to ensure that you’ll always have access to a conference room no matter what your schedule looks like, membership is an excellent investment for any business that wants to stay on a schedule.

4. Present The Office to Your Employees

If you have employees who will be using the space, make sure you present the conference room to them and go over all of its features. This will give them an optimal first impression and help you establish a perfect business culture.

Remember: good relationships start with good communication. If your employees don’t know what they can expect from your meeting spaces, it will be difficult for them to adjust and adapt their schedules.

The Value of Offsite Conference Rooms

When it comes down to it, the optimal large conference rooms for business meetings Austin hosts can truly make or break a business. It’s where crucial decisions are made, and important information is shared. If you want your meeting space to be on par with your prospect’s expectations, we recommend you visit us. With two locations in Central Austin for coworking, we have all the right amenities and a robust community to help you cultivate the best workplace possible.

We’ve hosted the likes of Google, Airbnb, NBC, and we’re ready for the next great company that walks through those doors. Our modernized semi-furnished office space is conveniently located and, most important of all: spacious. And Let’s not forget about our free on-site parking.

Get started today with Vuka and discover the large conference rooms for business meetings Austin employees deserve.