In today’s hybrid work culture, the demand for flexible and functional workspaces is on the rise. Communal working spaces have become increasingly popular, especially for meetings that require formal infrastructure. A well-equipped conference room plays a vital role in supporting smooth discussions, decision-making, and client presentations.
When choosing a coworking conference room, look for these seven essential amenities to ensure a seamless and productive meeting experience for you and your team. Whether you’re conducting an interview, a team brainstorming session, or a client pitch, the right amenities can make or break your productivity.
1. High-Speed and Stable Internet
A fast and reliable internet connection is the foundation of any productive meeting in a coworking conference room. You may need to access cloud-based files, present slides through screen sharing, or hold a video conference with remote participants. If the internet speed lags or disconnects frequently, it causes delays and lowers the efficiency of your session. Most coworking providers offer broadband connections, but the actual speed and bandwidth vary.
It’s advisable to check for internet speed (e.g., 100 Mbps or higher) and availability of backup options like 4G dongles. Ask if the internet connection is private or shared among other rooms, as shared connections may reduce speed during peak hours. A dependable connection helps maintain a professional image, especially during virtual client meetings.
2. Audio-Visual Equipment
Presentation tools are essential for sharing data, visuals, and project updates in a clear manner. AV equipment generally includes a projector or LCD screen, HDMI/VGA cables, speakers, and microphones. For hybrid meetings, a camera and a conferencing system compatible with platforms like Zoom, Google Meet, or Microsoft Teams is essential. Poor audio or unclear visuals can derail your entire meeting, especially when presenting to stakeholders.
Look for conference rooms where the AV equipment is pre-set and tested before your scheduled time. Ask the provider if technical assistance is available on-site in case of setup issues. You should also check the resolution of the screen, whether it’s large enough for participants seated at a distance. High-quality AV gear ensures smooth, professional communication.
3. Ergonomic and Comfortable Furniture
The duration of your meeting can range from 30 minutes to several hours. Sitting for extended periods on uncomfortable chairs can affect concentration and posture. Ergonomic furniture helps reduce physical strain and supports productivity. Chairs with adjustable height, proper back support, and armrests are ideal for long meetings. The table height should be suitable for laptops and writing pads, ensuring ease of movement for all participants. You may also want to confirm if the table allows cable management for charging devices.
Coworking spaces that invest in quality furniture usually also focus on overall user comfort. Ask for a preview of the seating arrangement—whether it’s boardroom-style, classroom, or round-table—depending on the nature of your meeting.
4. Whiteboards and Visual Collaboration Tools
Meetings often require participants to brainstorm ideas, map strategies, or draw frameworks. A whiteboard is an effective, low-tech tool for visual collaboration. It allows participants to express and share ideas spontaneously. Make sure the conference room includes a large enough whiteboard, with markers and erasers readily available. Some coworking rooms also include smart whiteboards that can save your notes digitally.
Alternatively, wall-mounted glass boards or pin-up boards can also serve the purpose. If your team uses digital whiteboarding platforms like Miro or Jamboard, check if the space supports casting these visuals to a screen. Tools that allow visual interaction can make sessions more engaging and easier to recall later.
5. Air Conditioning and Ventilation
Room temperature plays an underrated but significant role in productivity. A room that is too hot or too cold can distract participants and lower focus levels. Check if the conference room has individual air conditioning controls so you can set a comfortable temperature. Ventilation is equally important, especially for longer meetings involving multiple participants. Stuffy rooms can lead to discomfort and fatigue.
Look for spaces that maintain good air circulation, possibly with air purifiers if the room is enclosed. In tropical cities or during summer months, functioning air conditioning is a must. Poor temperature control has been shown to reduce productivity by up to 10% in workplace environments, as per a study by Cornell University.
6. Easily Accessible Power Outlets
Laptops, phones, and tablets are integral tools during meetings, and they require charging, especially during long sessions. A good conference room should have multiple power outlets and charging ports within reach of every participant. Outlets should not require people to leave their seats or create clutter with long extension cords. Look for USB ports, Type-C connectors, or even wireless charging pads if available. Some coworking spaces also provide charging lockers or docking stations. It’s worth checking the condition and availability of these facilities beforehand. Charging access ensures you don’t face disruptions midway due to drained devices.
7. Noise Control and Soundproofing
Noise can be a major barrier to effective communication, especially in busy coworking environments. Soundproofed conference rooms block external noise, ensuring your meeting remains confidential and undisturbed. Look for rooms with acoustic ceiling panels, insulated walls, and sealed doors. This becomes particularly important for sensitive discussions or calls with clients. Soundproofing also ensures that audio during virtual calls is clear and echo-free. You can ask if the coworking space has undergone any acoustic treatment or if they’ve used noise-reducing materials. Environments with low noise levels lead to better concentration and clearer communication.
FAQs
Q1: Are all coworking conference rooms equipped with AV systems?
Not always. Some budget coworking spaces may not include projectors or conferencing systems in their hourly rate. It’s best to ask specifically what’s included in your booking.
Q2: Can I book a conference room for recurring meetings?
Yes, many coworking providers offer discounted pricing or packages for recurring bookings. You can ask about weekly or monthly plans based on your schedule.
Q3: What if my meeting runs longer than expected?
Some coworking spaces allow buffer time or charge on a pro-rata basis for extra hours. Clarify this during your booking to avoid last-minute issues.
