How to choose a conference room for an important business meeting?

A good conference room can have a real impact on how a meeting goes—a bad one can ruin it before the first slide is even shown. Before you book the first available space, it’s worth knowing what to look for and how to choose the right room for a specific type of meeting.

Why the choice of room affects the outcome of a meeting

Participants who are wandering around looking for the address, sitting in a room that’s too small, or struggling with a broken projector are rarely fully focused on the topic at hand. A well-chosen room isn't a luxury; it’s a tool that allows everyone to focus on what actually matters—the decision, the negotiation, or the presentation.

What to look for when choosing a room

Location and accessibility. A room in the city center with good transport links saves time and reduces stress for participants—especially if some are traveling from out of town.

Room size and seating layout. A room for 4 people won't work for a training session for a dozen, and a space that is too large for a small meeting can dissipate the energy of the conversation. It is worth matching the room to the number of participants and the nature of the meeting.

Technical equipment. A projector, sound system, stable internet connection, and video conferencing capabilities are standard today, and it’s difficult to conduct a professional meeting without them.

Additional services. Access to a kitchen, reception services, or the ability to order catering makes a difference for longer meetings or training sessions.

Hourly vs. long-term rental

Whether it is more cost-effective to rent a room by the hour or for the whole day depends on the nature of the meeting. A short client meeting or an interview usually fits within 1–2 hours. A training session, workshop, or a series of meetings lasting all day is cheaper at a daily rate than by adding up individual hours.

Types of meetings and the right room for them

Investor presentation – here, a professional look, good sound system, and a reliable projector are key, as the rest of the conversation often depends on that first impression.

Training or team workshop – you need a larger room with a flexible table and chair layout that can be adjusted to the number of participants and the format of the session.

Job interviews or client negotiations - a smaller, intimate room is perfect here, allowing for a conversation to take place without rush or witnesses.

Conference rooms at Cowork by Memos

At Cowork by Memos conference rooms are available in Krakow and Lodz, in central locations with excellent transport links to the rest of the city. They are suitable for both small business meetings (from 2 people) and larger training sessions or workshops - conference rooms in Krakow can accommodate up to 12 - 14 people, and conference rooms in Lodz up to 14 people. You can use them just as effectively for product presentations, job interviews, or networking events.

Prices depend on the location and rental duration: in Krakow, a room for 12 - 14 people costs 150 PLN net per hour or 800 PLN net for a full day, while in Lodz, a room for 14 people costs 120 PLN net per hour or 600 PLN net per day. The price includes access to high-speed internet, multimedia equipment, and reception services.

FAQ

Can I rent a conference room for just one hour?
Yes, rooms at Cowork by Memos are available on both an hourly and daily basis - the choice depends on the length and nature of your meeting.

How can I book a conference room?
You can make a reservation online via our booking system on the website or by phone or email by contacting the reception of the specific location.

Is coffee, tea, or catering available during the meeting?
A fully equipped kitchen with coffee and tea is available on-site for meeting participants. Catering for longer events or training sessions is organized independently.

Do you have a specific meeting date in mind? Contact us and book a room at a location that works for you.