Should You Rent a Conference Room at a Hotel?

When planning an event, one of the most critical decisions you'll face is choosing the right venue.

Among the many options available, three popular choices are to rent a conference room at a hotel, choose a traditional venue or opt for a coworking space.

Each option comes with its own set of advantages and drawbacks, making the decision-making process challenging.

In this blog, we'll use our years of workplace rental experience at CityCentral to compare the three options to help you determine which one suits your business better. 

By understanding what makes each one different, you'll be better able to make a choice that will help your event go smoothly!

Renting a Conference Room at a Hotel

Hotel conference rooms, as you would find at a place like Marriott, are versatile spaces within hotels that cater specifically to events and gatherings. 

Most hotel chains or luxury hotels offer conference space for rent. How much does it cost to rent a conference room at a hotel? Usually around $50-$500+ an hour, depending on factors such as the location, size of the room, etc.

These conference room rentals are equipped with modern amenities and come with a dedicated team to assist in event planning and execution. Let’s look at some other pros, and cons, of renting a conference room at a hotel:

3 Pros of Renting a Hotel Conference Room

Here are three advantages to renting a conference room at a hotel: 

1. Convenience and Easy Planning: Hotels often offer all-in-one packages that include food, AV equipment, and lodging for guests. This makes planning easier and saves time.

2. On-Site Amenities: Projector screens, sound systems, and high-speed internet are built into hotel conference rooms, so you don't have to rent them separately.

3. Accommodations: Guests can stay at the same place as the event, which makes the whole thing feel more like a whole. The hotel may also offer public transportation to and from the airport.

A hotel conference room, courtesy of Kimpton Harper Hotel.

3 Cons of Renting a Hotel Conference Room:

Let’s flip it over and look at some of the main cons to renting a hotel conference room for an event or meeting: 

1. Limited Flexibility: There may be rules about set up and decorations in hotel conference rooms, making it harder to make the space your own.

2. Higher Costs: Cost to rent is often higher in hotel conference rooms because of how convenient they are. This makes them more expensive than other meeting spaces.

3. Lack of Uniqueness: Hotel conference rooms may lack the character and distinctiveness found in traditional venues.

Let’s now look at the pros and cons of two alternatives to hotel conference rooms: Traditional venues and coworking spaces. 

Renting a Conference Room at a Traditional Venue

Let’s now shift to the alternatives to hotel conference rooms, starting with traditional venues.

Traditional venues are places like banquet halls, theaters, art galleries, and other places that aren't hotels. Depending on the type of meeting or event and where it’s at, it can cost anywhere from $100-$1,000+ an hour. 

These places have a more unique feel and let you customize your event, but may require more planning. Let’s look at some more pros and cons to renting at traditional venues:

4 Pros of Renting Traditional Venues for a Conference Room:

Here are the main pros for choosing to rent a traditional venue for a conference room: 

1. Unique Ambiance: Traditional venues often have unique architecture and decor, which gives your event a touch of charm and individuality.

2. Flexible Setup: You are free to change the layout of the venue, which lets you create a unique atmosphere that fits with the theme of your event.

3. Lower Costs: Venue rental alone might be cheaper than a meeting room rental at a hotel, especially if you can get food and equipment elsewhere.

4. Local Partnerships: Traditional venues may offer chances to work together with local businesses, which can help build community support and engagement.

A banquet hall conference room, courtesy of Fluidmeet.

3 Cons of Renting Traditional Venues for a Conference Room:

Here are some cons to consider when choosing to rent a conference room at a traditional venue: 

1. Logistics: If you rent a traditional venue, you may have to work with more than one company for catering, AV equipment, and other event necessities.

2. Lack of Accommodations: Unlike hotels, traditional venues may not have rooms for guests on-site, so guests will need to make other plans.

3. Potential Scheduling Conflicts: Traditional venues that are popular may have limited availability, so you may need to book early to get the date you want.

Renting a Conference Room at a Coworking Space

Coworking spaces are another alternative to renting a conference room at a hotel that has grown in popularity over the years.

Coworking spaces, like ours at CityCentral, have become a great place to rent a meeting room or conference room because they offer a wide range of services and offer innovative designs that will make your event a success. 

5 Pros of Renting a Conference Room at a Coworking Space:

Here are the primary pros to renting a conference room at a coworking space:

1. Cost-Effectiveness: Shared office spaces often have flexible pricing, so you only pay for the time and space you use. To rent a conference room at a coworking space, it can cost anywhere from $20-$150+ an hour, which is cheaper than renting at a hotel or traditional venue just for a short meeting.

2. Flexibility: Most of the time, these places have different room sizes and layouts, so you can choose the one that works best for your meeting. Depending on your needs, you can book for as little as an hour or the whole day.

3. Professional Environment: Shared office spaces are made for a professional setting, so they can be used for meetings and presentations that are important. They often supply projectors, audiovisual equipment, and high-speed internet free of charge, among other modern technology and comforts, such as on-site front desk staff.

4. Networking Opportunities: Sharing a space with other companies and professionals can be a good networking opportunity to make connections. During your visit, you might meet potential clients, partners, or people who want to work together.

5. Transportation and Accommodations: Most coworking spaces are strategically located near major public transportation routes, hotels and restaurants, creating an ideal location for clients and visitors.

3 Cons of Renting a Conference Room at a Coworking Space:

Here are a few cons to contemplate when renting a conference or meeting room at a coworking space: 

1. Limited Availability: Conference rooms in shared office spaces might have limited availability, especially during peak hours or busy periods.

2. Impersonal Atmosphere: Shared office spaces are designed for a variety of users, which might lead to a somewhat impersonal atmosphere that doesn't match the branding or image you want to project for your event. Although, most coworking spaces are open to creating a personalized space for your event!

3. Noise and Distractions: Shared office spaces can be bustling with activity at times, leading to unwanted distractions.

Which Conference Room Rental Is Right for You?

Hotel conference rooms, traditional venues and coworking spaces have their pros and cons, and the best one for your event will depend on your work needs and goals.

By carefully thinking about your budget, transportation, how nice the atmosphere is, and how flexible the venue is, you'll be able to choose the perfect venue for your event and make sure that you and your guests have a great time.

If you’re curious about the coworking option, check out our CityCentral Meeting Room Packages and see if a coworking space would be the right fit for you!