There’s a lot to think about when organizing an off-site business meeting. From the attendees to the agenda, you’ll need to plan ahead to ensure everything runs as smoothly as possible.

But one of the most important decisions you’ll make in the planning phase is choosing a venue. The right meeting venue will have the right amount of space and all the technology you need, but more importantly, it will set the tone for a successful meeting.

Keep reading for our five simple tips to help you choose the perfect meeting venue, and to take a closer look at three wonderful Pasadena meeting spaces.

5 tips for finding the right meeting venue

Woman placing sticky notes on wall in business meeting

1. Location, location, location

If you want everyone on the invite list to attend your meeting, you’ll obviously want to hold it somewhere easily accessible. That means it needs to be close to public transport, or to have private parking on-site or somewhere close by. If some attendees are flying in from interstate or overseas, make sure the venue is also close to accommodation options.

The easier a meeting is to attend, the more likely people are to actually want to be there — and to be productive when you start working through the agenda.

2. Space — the final frontier

Venue capacity is the next factor you need to consider. Cramped and crowded venues can be frustrating and quickly stifle productivity, so make sure any venue you consider has ample space for your entire guest list.

At the same time, don’t go overboard. Holding a small meeting in a large space could give your event a strange atmosphere right from the get-go, not to mention force you to spend more hiring the space than you actually should.

3. Staying on budget

As with any other business decision, your bottom line is key when choosing a meeting space. Before you start searching for a space, work out a budget and be sure to stick to it. You can then start comparing quotes and the features available to work out which venue ticks all the right boxes for the best price.

It’s also worth remembering that the cheapest venue isn’t necessarily the best choice. While it may be kinder on your business bank account, choosing a cut-price venue could mean compromising on the quality of services and facilities on offer.

4. Technology and facilities

Now it’s time to think about all the practical aspects of the meeting space. You need to find out things like:

  • What technology is available for presentations and speeches?
  • What about Wi-Fi?
  • Are there clean bathrooms available on-site?
  • Will all necessary seating be provided?
  • Is there a kitchen?
  • Is there good coffee nearby?

Be sure to check what’s included in the upfront cost or if there’s anything that will attract an additional fee.

5. Flexibility

The best Pasadena meeting spaces will be flexible enough to be adapted to suit your needs. For example, maybe you’ll need to split the room into separate seating configurations to focus on separate projects, or have a laid-back lounge-style meeting area for less of a formal environment.

You might even want to segue into a meet-and-greet session with a few drinks once the meeting concludes, so a venue that lets you think outside the box a little is always a good choice.

3 perfect Pasadena meeting spaces

Planning a business meeting in Pasadena? Here are three meeting spaces you might want to check out.

The Solarium

A unique and creative space, the Solarium lets you get down to business in style. Sitting on the second floor of the Paseo Colorado shopping mall, this venue offers a terrarium-like oasis with 2,000 square feet of space. There’s also on-site parking and plenty of dining options available, so it’s as practical as it is memorable.

Playhouse Plaza

Looking for a high-end, modern meeting venue? Playhouse Plaza, part of a new campus of Art Deco offices, has got you covered. Located near Colorado Boulevard, the venue boasts eight meeting rooms, underground parking and easy public transport access, and a first-floor restaurant.

Hacienda Meeting Room

Tucked away in a Spanish-style castle in the heart of Pasadena, this unique meeting room is a wonderfully productive space. While it looks historic, it’s full of high-tech features like Amazon Alexa, videoconferencing equipment, and fast internet. It’s also close to major freeways and train stations, with enough parking on-site for all attendees.

The search begins

There’s an almost overwhelming array of meeting spaces to choose from in Pasadena. To make the search easier, remember the above five tips when comparing your options. With a little bit of hard work and research, you’ll soon find the ideal spot for your next business meeting.

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