When renting office space, meeting facilities are one of the most important things to pay close attention to. The most in-demand amenities include: one or more meeting rooms with good soundproofing, a stable internet connection, a screen or projector for presentations, and a comfortable seating arrangement. Which facilities matter most to you depends on how often you meet with clients or colleagues and how large your team is. In this article, we answer the most frequently asked questions about meeting facilities in office rentals, so you know exactly what to look for.
What meeting facilities are typically included at a business center?
At most business centers, meeting rooms are included in the all-in package, but the exact offering varies by provider. As standard, you can expect: access to one or more meeting rooms, a screen or TV for presentations, a stable internet connection, and basic seating capacity. Some centers charge by the hour, while others offer a set number of hours per month.
What one provider includes for free, another may charge per session. Think of coffee and tea during meetings, a whiteboard or flip chart, and the ability to bring in external guests. It pays to ask about this upfront, as these costs can add up quickly if you hold meetings regularly.
At our Kronenburg location, 8 meeting rooms are available to tenants, spread across the floors. These are included in the all-in package, along with fiber internet, coffee, and a staffed reception that welcomes your guests. That way, you have nothing to worry about when receiving a client.
How much meeting space does your team need?
As a general rule: allow for at least 2 to 2.5 m² per person in a meeting room. For a team of four, you will quickly need a space of 8 to 10 m² to sit comfortably. Also consider how often you hold meetings and whether you regularly receive external visitors.
A small team of two or three people holding internal discussions will find a small meeting room — or even a phone booth or focus room — more than sufficient. If you regularly receive clients or partners, you will want a more professional setting: more spacious, well-appointed, and presentable. This makes an immediate impression on your visitors.
When searching for office space in Amstelveen, always check whether the meeting capacity fits your day-to-day work rhythm, not just your peak moments. A room you need three times a week carries more weight than a boardroom you use once a quarter.
What is the difference between a meeting room and a boardroom?
A meeting room is a versatile space for everyday discussions, team meetings, or client conversations. A boardroom is a larger, more formally appointed space intended for executive meetings, presentations, or official gatherings with multiple attendees. The difference lies in size, appearance, and equipment.
A boardroom typically features a large oval or rectangular table, higher-quality audiovisual equipment, and a more prestigious interior. Meeting rooms are more flexible in layout and suited for smaller groups of two to eight people. Boardrooms are better suited for ten to twenty attendees.
For most small and medium-sized businesses, a well-equipped meeting room is more than adequate. A boardroom becomes relevant when you regularly host large groups or when the appearance of the space plays a direct role in your business operations — such as at law firms, with investors, or for executive meetings.
Are meeting rooms always included in an all-in office rental?
Not always. The term “all-in” is used broadly, but exactly what it covers varies by provider. At some business centers, meeting rooms are included up to a certain number of hours per month. At others, you pay per hour or per half-day, on top of your monthly rent.
Pay close attention to the fine print. Questions you should always ask:
- How many meeting hours per month are included?
- What does an additional hour beyond the package cost?
- Do you need to reserve rooms, and how far in advance?
- Are external visitors welcome at no extra charge?
- Are coffee and tea included during meetings?
With a transparent all-in arrangement, you know exactly what you get and what it costs upfront. That prevents surprises on your invoice at the end of the month. Browse the available options and compare what is included at each location.
What technical features are useful in a meeting room?
The most useful technical features in a meeting room are: a stable and fast internet connection, a large screen or projector for presentations, a good microphone and speaker for video calls, and an easy-to-use connectivity system such as HDMI or wireless casting. These are the essentials you need on a daily basis.
In addition, the following features are relevant if you regularly hold video meetings or give presentations:
- High-quality webcam for hybrid meetings
- Acoustic treatment so that sound does not echo or leak into adjacent spaces
- Blackout options for better screen visibility during the day
- Sufficient power outlets and USB ports for laptops and phones
- Climate control to keep the room comfortable during longer meetings
A reliable internet connection is the foundation of everything else. Fiber internet ensures stable connectivity without dropouts, even when multiple meeting rooms are in use simultaneously. This is something you should expect from a professional business center.
What should you look for when comparing meeting facilities?
When comparing meeting facilities, focus on four things: the number of available rooms, the included hours, the technical equipment, and accessibility for external visitors. These are the factors that directly affect how smooth and professional your meetings will be.
A useful way to compare providers:
- Number of meeting rooms: how many are available and how large are they?
- Included hours: how many hours per month are in your package?
- Technical equipment: screen, internet, audio, climate control
- Booking system: how easy is it to reserve a room?
- Guest reception: is there a reception desk to welcome visitors?
- Parking: can clients park easily?
Do not forget to pay attention to the atmosphere and appearance of the rooms. A meeting room that looks professional reinforces your image with clients. A cluttered or poorly maintained room does the opposite — even if everything is technically in order.
How Kronenburg Offices supports your meeting needs
At Kronenburg Offices, you do not need to worry about meeting rooms. We have 8 meeting rooms spread across the floors, all included in your all-in package. Each room is equipped with fast fiber internet, a quality screen, and a professional look that suits client visits. Here is what else you can expect:
- 8 meeting rooms available to tenants, included in the package
- Ultra-fast fiber connection, both wired and via Wi-Fi
- Staffed reception to welcome your guests professionally
- Ample parking for you and your visitors
- Coffee, tea, and lounge areas on every floor
- 24/7 access and security, including outside office hours
We are happy to think along with you about what you need. Whether you are looking for a small office unit or regularly receive clients, we tailor the solution to your situation. Learn more about us and what we can do for you, or contact us directly to schedule a no-obligation viewing.