How to hire a meeting room in London: Tips for finding the perfect space

There are so many reasons as to why you may be on the hunt for a meeting room in London - just some of those include business meetings, corporate conferences, company away days, catch-ups of all kinds, and much more. If you’re looking to hire a meeting room in London, we’ve got some fantastic options for you to choose from.

Hiring a dedicated meeting space in the capital comes with lots of great advantages. This room will be solely yours for the duration of your booking, and you’ll have very little to worry about when it comes to getting the space ready. Although most meeting rooms are usually quite stripped back in terms of decor, they are clean, ready-to-use spaces that you could, should you want to, just show up and use. The blank canvas side of meeting rooms is also what makes them highly suitable for events of all kinds, with the opportunity to decorate as you see fit.

You’ll have lots to think about when it comes to booking a meeting room for your next corporate gathering - your budget, the room size, location, accessibility and catering are some of the most important factors to consider. To help you along the way, we’ve pulled together a useful guide to hiring a meeting room, so that you know what tasks to tick off your list before the big day, how to plan out the event structure, what extra materials you’ll need, and much more.

So, if you’re ready to start searching for the perfect meeting room in London, keep on reading for our tips and tricks.

Hiring a venue in London

There are countless reasons as to why you may choose to host in London - it’s our capital city here in the UK, with excellent transport links with the rest of the country, and the wider world, and is a key destination for tourism. Another great part of hiring a venue in London, is the sheer variety. You’ll have access to meeting rooms that cater to all budgets, in a range of styles, set ups, and with various levels of capacity.

Finding a meeting room for hire in London

London's best meeting rooms for hire span a wealth of different sizes and styles. Finding the right one for your needs can be a tricky task, so we've picked out the key things to think about before going ahead and booking one. From budget considerations to location, check out our top tips below.

1. Brainstorm your meeting

A meeting room with a view: 8 Bishopsgate, City of London, is perfect if you're looking to impress clients

Whether you’ve planned an event before or this is a totally new beast for you, you’ll likely already have ideas swirling around your head as to what you want for your next booking. Finding yourself here, you probably already know that you need a meeting space, but now comes the fun part. Using planning sites like Pinterest, social media, and even our super handy filter tools, you can create a vision board for your event. Once you’ve pulled this together, you’ll have a better idea of what you need, and something to refer back to.

2. Define your meeting requirements

The Barbican Conference Centre, Moorgate, offers several blank canvas spaces that provide a serene backdrop to meetings

Your budget and guest list are some of the most important factors to consider when planning an event - and a meeting is no exception. If you’ve got a small budget, you might want to consider a more basic meeting space, but if you have a larger budget to work with, this opens the door to meeting rooms with high quality AV tech, breakout spaces, and much more.

3. Choose a location for your meeting

The location of your meeting is very important, too. London is huge, with each of its areas and neighbourhoods offering a different vibe and choice of venues. If you want somewhere smart and business-centric, head to areas like Canary Wharf or Mayfair, or consider the cool neighbourhoods of Shoreditch and Soho for something a little more unique.

If you’ve got guests coming from further afield, you’ll want to make sure that you select a location that’s convenient for your attendees. Consider a venue close to major transport links, such as train stations and airports. Did you know that you can use our search function to easily find a meeting room near you?

4. Think about materials

Sadler's Wells, Clerkenwell, boasts projection screens in every room and the possibility to hire teleconferencing equipment

What’s included in your meeting room booking will no doubt influence your decision - some venues come with everything you need, and others have barely anything involved at all. 

Ask about equipment

Most meeting rooms will come with basic materials like flipcharts, pens, and jugs of water, but that's not always the case. If your meeting room doesn’t come with stationery, event materials and presentation tools, this is something you’ll have to prepare for.

Check if you need to order catering

On top of that, you’ll want to decide on whether you want to cater for your guests. Many meeting rooms will offer your guests a catered breakfast, as well as breaks with freshly made sweet treats and unlimited hot drinks. If you’re hosting a short meeting, that may not be necessary, but for all-day events, your guests are sure to appreciate at least one meal included in the itinerary. Some venues offer in-house catering or a list of approved suppliers, while others will be happy for you to bring in some pizzas or a buffet.

5. Book your meeting room and finalise the details

Once you’ve settled on a location, and finalised your requirements, all that’s left to do is book your meeting room. You may have to put down a deposit, and give a rough idea of numbers, at the time of booking so that you can secure the space. When finalising everything, make sure you check the cancellation policy, so you know what to expect if your event is unable to go ahead.

You’ll want to get in touch with your venue a couple of weeks before your event to finalise numbers, catering, and any AV equipment required for your event - so that everything is ready to go when you rock up for your meeting.

6. Enjoy the day!

Try choosing a light and bright space, like this one at St Martins Lane Hotel, Covent Garden, to keep mood and morale high

If you take our advice and plan ahead of time, you’ll have most things taken care of by the time the big day comes around. Although there’s a lot to think about, most venues in London boast expert event teams who will be familiar with planning a meeting, and can provide a helping hand. Don't be afraid to lean on event staff and ask them any burning questions - that's what they're there for! 

Popular areas in London for parties and events

London has countless regions and districts where you can host your next meeting and event, each bringing varied character, whether it's the business-focused City of London, to something more relaxed and unique in Shoreditch.

• Canary Wharf is one of the first areas that springs to mind for events and meetings, being regarded as part of London’s central business district.
• London Bridge is another fantastic choice, loved for its history and proximity to a bustling train station.
• For those with guests travelling in from Europe, or across the UK, Kings Cross is a brilliant choice, with the famous Kings Cross St Pancras Station at its heart.
• For more creative events, or big family get-togethers, Covent Garden is a beautiful part of the city to choose, located in the heart of theatreland, and with so many historical tales to tell.
• Down in Shoreditch, things are a lot cooler, and you’ll find event spaces that include more unique venues, such as art galleries, warehouses, and much more.
• The City of London and Mayfair are other great choices for businesses, located in the very centre of London, and with plenty of incredible bars, museums, and award winning hotels and restaurants located right there.

Frequently Asked Questions (FAQs)

How do I hire a meeting room on a budget in London?

Be aware of your set budget before diving into venue hunting - remember that you’ll also have to pay for catering, possibly equipment hire, stationery or materials, and any decor to make your event come to life. If that budget happens to be small, don’t fret, there are plenty of options for hiring meeting rooms on a budget in London. Use our filters on the left hand side of the page to whittle choices down based on location, size, and in this case in particular, your budget.

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

There’s no set figure that we can give you for hiring a meeting room in London, as these numbers change drastically by location, the duration and nature of your event, guest list size, and other important factors. Sometimes, meeting room hire is free with a minimum spend, and you’ll only need to ensure you order lunches for everyone, or put some money behind the bar. Other times, rooms are charged at a day rate or for an hourly fee.

If you're looking to book a room by the hour, prices can be more affordable. Small, basic meeting rooms often charge around £20-50 per hour, rising to £75+ per hour in prime City or central locations. Half-day bookings are also available, ideal for those hosting a three or four hour meeting. Rooms can vary from roughly £80-£180 for a half day, depending on the size of the room and the amenities offered. For all day meetings, a day rate usually offers the best value, with costs often in the £150-£600 mark. You can expect these prices to cover the room cost, basic stationary and WiFi, whilst catering and other AV equipment often come at an additional cost.

Where in London is a good place to hire a meeting room?

Where in London you hire a meeting room will depend on a variety of factors – such as how far you want to travel, what kind of event you are hosting, your budget, and the size of the space. If you’re hoping to find somewhere quirky and fun, look at areas like Soho, or towards Canary Wharf for something more business-centric.

How do I hire a meeting room in London?

Once you’ve found the meeting room in London that you want to hire, make your enquiries with the company through our enquiry form. With just a little information needed from you (the date, contact details, and a brief description of your event), the venue will come back to you with plans and proposals that are well suited to your brief.

Once you've found the right venue for your meeting, it's time to prep for the big day! Take a look at our tips for preparing for (and nailing) an important work meeting.