Small Meeting Rooms for Hire in London

Small Meeting Spaces in London Hire Guide

As a bustling metropolis, London stands as a hub for businesses of all types. This city presents numerous opportunities and offers some of the best small meeting rooms in the UK. With six international airports, it's no wonder that countless individuals opt for London as their meeting destination. Amid the wealth of choices for renting meeting rooms by the hour,  meeting spaces in Central London and affordable meeting spaces in South London, finding the ideal one for your event  needs may seem like a daunting task. However, we've compiled some helpful tips to assist you in your search.

How to make the most of your small meeting venue?

Before you start your search for the perfect venue, plan your meeting  carefully. Think about why you’re holding it and the goal of the meeting. Are you planning on working on a problem? Holding a brainstorming or training session? Setting your target will make it easier to plan and prepare the best ways to achieve it.

When you know the purpose of the meeting, you will then know who to invite. Since you’re organising a smaller meeting within a limited space, send out your invitations only to those colleagues who need to be there. Deciding who should come will also make your search for a venue easier, as you can look among spaces that have the capacity to fit everyone who will be attending.

Once you know who you will invite and what you want to achieve during the meeting, write out an agenda, so everyone participating knows what you are planning to work on. Writing this out beforehand will also show you whether what you have planned is achievable within the scheduled time. Perhaps there will be a need to plan another meeting or reevaluate what you have planned for it.

Before extending any invitations, consider whether there are any prerequisites for participants to get ready for your small meeting in London. Share any documents or compile a checklist of items you'd like your attendees to have on hand for the gathering and include these along with the agenda. Additionally, inquire if there are any expectations or topics they'd like to explore during this small event space interaction. If you're planning for a meal, inquire about the dietary restrictions of the attendees.

Searching for the perfect small conference room

Once you’ve sorted all of these points, it’s time to look for a meeting venue that will cater to your needs. The setting of the meeting space may influence its outcome, especially if it’s a first-time encounter. If you’re a start-up company, meeting with new investors for the first time, a meeting room will look more professional than your home office or a restaurant. It will allow for more private conversations than a hotel lobby or a cafe. If you’re planning for a relaxed-style get-together, a room filled with desks and chairs will not help, so it’s better to look for something with a more casual setup. Whatever room you’re looking for, here are some points to remember when choosing your small meeting space:

Size. You are looking for small meeting rooms, we already know that. But be careful not to choose one that is way too small. You want your guests, and yourself, to feel comfortable. Remember that each person perceives personal space differently, so make sure it will not be overcrowded once you get there.

Location. Look for a place that will be most suitable for your guests. If the participants are arriving at one of the many airports of London, look for rooms that will be either near the airport or near the tube station to easily access them. Consider meeting rooms in Central London for easy access and venues in South London for more affordable options. If you decide to go for an informal meeting space in London, we recommend choosing one that is still conveniently located.

Table or desks. Depending on the type of meeting you’re holding, you will need a different set up. If you’re planning a training session, look for a meeting venue that will have a table big enough for everyone to sit comfortably, but that won’t take up the whole space. If you’re planning for a more relaxed discussion, one-on-one session, or an interview, perhaps an office desk or table is not the best idea, as it creates a barrier between people. Look for a private meeting space that offers a coffee table or ask the venue manager if they could supply the room with such a stand.

Chairs. No matter how long the meeting is going to take, pay attention to the chairs the room provides. You want the participants to be comfortable and to focus on the meeting, not on finding the best position to sit. If you are planning for a more relaxed meeting or even a brainstorming session, look for small meeting room rentals that offer low chairs or sofas, which will provide a more comfortable atmosphere.

Equipment. Depending on what you will need for your event, look for meeting spaces that are equipped with the necessary technology and tools. If you’re planning on bringing your own equipment, especially the kind that may take up space, make sure you will be able to fit it in the venue.

Refreshments area. It’s important to provide your guests with at least tea or coffee, but preferably also some snacks. A small room may not have enough space for such an area, so look for a private meeting venue that will offer a break-out room or a kitchenette for your guests to use. If you would like to have a meal together with the attendees, look for a venue near the restaurant district or look for venues that offer in-house catering.

Operating hours. If you’re planning for a meeting that will take place during normal business hours, there’s no need to double-check the operating time. But if you’re planning on connecting with overseas partners or you know your discussion may take longer, make sure to check the operating hours of the venue. Check if there are any additional fees for overstaying your hire as well, so if the need arises you can prolong the meeting. Plus, hiring fees for meeting venues during off-hours may also come lower.

Lighting is key to any meeting space. The best light for productivity is a white one, but if you’re planning for a more relaxed or personal meeting, white light isn’t a must. However, it’s good to look for meeting rooms that offer natural lighting in London, especially during the colder months. And if you are going to use screens or do presentations, look for venues that offer blinds or curtains to have control over the lighting.

Air conditioning or windows. Make sure the meeting room you rent has proper ventilation as the workflow is better in a well-aired room. Look for spaces where you will be able to open the windows to let the fresh air in or ones that offer air-conditioning.

Internet access.  Wi-Fi is an important element that can make or break your meeting. Make sure there are no disturbances to using it or if there’s a need to bring your own hotspot. It’s particularly important if there will be people connecting with you virtually or you’re planning on using any online resources.

Area. Before you make the final decision on the meeting room, search the area around it. See if there might be any sources of loud noises like an airport or fire station nearby. Make sure to focus on quiet meeting rooms when picking your event space.  If you are planning for a meeting near the airports you may want to check if the room is soundproof. If your guests are arriving by car, make sure the meeting location can be found on GPS and that there’s a parking lot where they can leave their vehicles. If you would like your meeting to continue in a less professional setting, see if there are any restaurants or pubs nearby where you could invite your guests afterward.

Décor. As for the décor of the meeting venue, we suggest looking for a professional and simple setup or a nice backdrop if you’re planning to take pictures. Look for spaces that will enhance the message you want to convey during your meeting. Room colours and decorations may also aid the productivity and focus of the attendees.

To make your search easier, look through our list of suggested small meeting rooms:

• The Worker's League - a modern venue offering light-filled coworking spaces and private offices. Located minutes from Old Street Station and Liverpool Street, with all the equipment necessary for sessions and conference calls, it’s a great small space to host your meeting. Available kitchen facilities and break-out spaces provide a worry-free working venue. Rated by guests 5.0/5

• Here Soho, Greek Street W1 - located minutes away from Tottenham Court Road station, this vibrant venue is a great spot for any sort of a meeting. With the available equipment, it’s a great spot for business meetings. The breakout area allows for more relaxed talks as well. Rated by guests 4.9/5

• Paddington Works - innovative spaces designed to enhance the workflow. Multiply working and meeting rooms allow you to choose just what you need for your meeting. Equipped with state-of-the-art technology, Paddington Works enables worry-free face-to-face meetings, but also virtual discussions. Located 7 minutes away from the Paddington Station the venue is easily accessible. Rated by guests 4.8/5

• Sutherland Labs - located in the heart of Covent Garden in a redesigned warehouse, it’s a venue that inspires creativity. With the newest technology available at the venue all in-person and virtual meetings are easy to be carried out. Modular furniture allows for any setting that will accommodate the meeting. Rated by guests 4.8/5

What to do after the meeting ends?

The meeting doesn’t end when the last guest leaves the door. Do a follow-up. Send an email where you summarise the meeting and send the notes or presentations that were used during it. If any decisions have been made during the discussion, include them in the email to make sure they are clear to everyone who attended. If you’re planning for the next meet-up, make sure you add the details on it as well. In a follow-up, you may want to ask for feedback to better prepare for your next meetings. Remember to thank everyone for attending the meeting.

FAQs about Small Meeting Rooms in London

What is the best area to look for a small meeting spot in London?

The heart of London’s business, the City, is a great spot to start searching for a small meeting venue. If you want to look for a venue in an area that can be easily accessed from anywhere, look around King's Cross St Pancras station. If your guests are arriving by plane, search for a venue near Gatwick or Heathrow, or the airport where your guests will be arriving. Consider South London for more affordable options and Central London for a more luxurious experience.

How much does it cost to hire a private meeting room in London?

Hiring fees for small private meeting spaces start at as little as £18 per hour. Some venues may charge per person with prices starting at £20. A full session hire may cost from £150 to £250. The pricing may vary depending on the length of the hire, time of the day, and day of the week. (Based on data from Tagvenue.)

What equipment can I usually find in a small meeting spot in London?

Professional meeting rooms come fully equipped to cater to all your needs. A typical small meeting room may have wi-fi, whiteboard, flipchart, projector, flatscreen TV, and conference call facilities. Some rooms may offer extra refreshments, like tea or coffee, or catering options. To make sure your meeting room has everything you need don’t hesitate to contact the venue manager to ask for the details.

What are the advantages of hiring a small meeting room?

Hiring a small meeting space has a lot of advantages. You can look for a private spot in London that will be easily accessible to all your guests. You can choose a meeting  venue that will have all the equipment you may need without having to invest in it on your own. Hiring an outside meeting room may give your colleagues or employees a change of scenery. Moreover, comfortable small meeting rooms cater to the comfort of all guests and allow for a more private atmosphere.

What are the best small meeting rooms located close to tube stations?

• The Clermont Victoria is a perfectly sized meeting room near Victoria Station for up to 12 attendees, ideal for brainstorming sessions or small team meetings. It’s situated within walking distance from renowned sites like Buckingham Palace and St James’ Park.
• Sierra Quebec Bravo is a coworking space near South Quay Station and boasts several meeting rooms with bright and stimulating settings. It can accommodate 4-12 people, perfect for focused discussions and productive meetings. 
• Grand Connaught Rooms provides a modern and tech-savvy environment ideal for collaborative work sessions. This fully equipped meeting space is conveniently located close to Holborn Station and can accommodate up to 12 guests.