How to make the right first impressions when using a meeting room

There are lots of proverbs about first impressions, especially in business, from the classic “you never get a second chance to make a first impression” to rules of thumb about investors making their decision within the first five seconds of arriving.

So when you invite anyone – investors, partners, customers and prospective employees – to a meeting room for an in-person conversation, it’s important to make sure the meeting room itself makes the right first impression on them.

It’s no exaggeration to say that in some cases, the quality of the premises where you meet with an individual can make a significant difference to whether or not you close the deal.

Kerb appeal

The phrase ‘kerb appeal’ usually applies to selling houses, but it’s important when selling anything from physical premises, which makes it equally significant for business, if not even more so.

Well appointed premises on the outside put the visitor in the right frame of mind to expect more elegant interiors and a generally higher standard of welcome, so ensure you choose a meeting room that looks good from the exterior of the building from the moment of arrival.

Ease of access

Getting to the meeting is all part of the first impression, so make the journey from their door or own workplace to being greeted by you as seamless as possible.

Good public transport links and on-site parking are part of this, as well as facilities like clean, fully stocked toilets and even shower rooms so guests can freshen up if they wish.

Reception areas with comfortable seating mean that even if they have to wait to be greeted by you in person, visitors can do so in comfort and don’t have to feel anxious about it.

And premises with fully working lifts mean nobody faces a flight of stairs to reach an upstairs meeting room at the end of a long journey to get there.

In the room

Despite all of the old adages and wise sayings, at the end of the day the real business takes place within the confines of the meeting room, so make sure you choose a space that puts the client, investor or candidate at ease.

Spacious, brightly decorated rooms help to encourage debate and free thinking, while comfortable designer office furniture will mean you and your guests don’t start to feel numb or sore if the meeting is expected to last for a while.

Have beverages available – not just tap water, but hot drinks too – as you don’t know if your visitors have had a chance to hydrate during their journey.

We provide beverages and kitchen facilities as part of the package, and you should never underestimate the impact that a fresh, hot cup of tea or coffee can have when making a positive first impression on an investor or customer who has travelled since the early hours to get to your meeting.

Find out more about all of our serviced offices, meeting rooms and conference spaces – call us on 0800 319 6600 or check our Contact Us page for our other details today.

What to look for when booking a conference room

So you’ve decided to book a serviced conference room – excellent choice! You’ll make a strong first impression on employees and guests alike, and you should have everything you need for your conference to go without a hitch.

But what exactly do you need to look out for when booking a conference room? We think a conference room, or even a fairly small meeting room for that matter, should be a striking and inspiring space, and not just a whitewashed room with generic office furniture inside.

And, of course, size matters. Whether you’re holding a meeting for two people or a conference for 60 guests, partners or investors.

Here are some of the less obvious extras you might want to factor into your decision when booking a conference room…


Just because serviced meeting rooms are not part of your own premises, it doesn’t mean you have to compromise on your business’s environmental commitments.

We run our meeting rooms on certified green energy with offset carbon emissions, we provide energy-efficient HVAC facilities, parking for eco-friendly transport such as bicycles, and full recycling options for any waste you generate during your meeting.

Reception and Security

Our meeting venues have round-the-clock security, so you can host high-profile events or invite important individuals with complete peace of mind.

We provide stylish reception areas, so if your guests arrive early, they can wait in comfort until you are ready for them – or you can show them directly into the meeting room, which is equally comfortable.

And to complete the warm welcome, we provide on-site showers and changing rooms, catering services, concierge and kitchen facilities with free beverages.

Fully Furnished

Of course, any serviced conference room should come fully furnished, but we go beyond generic office chairs and identikit art prints to create striking, individual and inspiring interiors to help encourage debate and free thinking in comfortable, spacious, light and airy surroundings.

No claustrophobic conferences or cramped rooms where you have to squeeze past chairs to get to the front for your presentation – these are open spaces with equally generously proportioned breakout areas for any side discussions that crop up on the day.

Access and Amenities

Have you ever arrived to host your conference, only to find the conference room is on the third floor and there’s no goods lift to carry your AV equipment or presentation stands?

If you haven’t, it’s probably not something that would even occur to you – and with our serviced conference rooms, it’s not something you’ll ever need to worry about, as we provide separate goods elevators and passenger lifts to get all of your people and presentation supplies to the conference on time.

Meanwhile, our conference rooms are conveniently located for nearby amenities ranging from public transport to cafes and coffee shops, all of which adds to your confidence that everyone will make it, and to their comfort if they need to grab something to eat or drink on their way home.

To find out more about any of these features or to ask about something not already mentioned in this article, contact us today on 0800 319 6600 or via any of the methods on our Contact Us page and we will be happy to help.