Using virtual offices to help run businesses has become quite common recently. More small and medium-sized businesses are moving away from commercial office spaces and renting virtual offices instead. This is because virtual offices have a lot of advantages compared to office spaces. They are a lot cheaper to rent out compared to commercial office spaces which cost a lot of money. Businesses that are ok with not meeting all the time will definitely appreciate virtual offices.
They can also get all of the extra services that they need from the virtual office provider. These may include getting meeting/training rooms or mail delivery and call handling services. The business can be upfront with the virtual office provider about what they need and can ask them to show them all of the options that they have to offer. The virtual office provider can then give the business what they need according to their requirements.
Are the amenities in Meeting/Training Rooms like Wi-Fi free?
Businesses can rent out rooms from the virtual office provider at hourly rates. They will also have access to whatever amenities are already present in the rooms. They can also ask for whatever extra resources they need accordingly. When a business checks for more information about a meeting/training room online, they will have access to certain pieces of information.
These will help them know if the room is the one that would be the best for their situation. For example, Wi-Fi is an amenity that is inclusive of all of the charges for a meeting room. In a sense, the Wi-Fi is free since the business does not have to pay for it separately but in order to use it, they will have to pay for renting the room. The Wi-Fi will be included with the room if it has been mentioned as such under the room’s description of what amenities it has to offer.
What are the amenities you can expect in a Meeting/Training Room?
This is definitely the most important piece of information for the business as they will be able to know whether the room has what they need or not for the meeting. Usual amenities that can be found in meeting/training rooms include the availability of Wi-Fi, air-conditioning, IT assistance, printing and scanning facilities, secure internet connection, a whiteboard/LED screen, tea/coffee, filtered water, a waiting area, ample lighting, and a projector/LCD display. All of these amenities are inclusive of what the business pays to rent the room.
Thus, they should ask the virtual office provider well in advance about the amenities that are going to be present in the room. This is to make sure that they get their money’s worth for whatever room that they are renting. They should not have to spend money on a room and then find out later that they do not have the amenities that they need for conducting the meeting. If the business is conducting a meeting, it is important that all the chairs are comfortable and there is proper refreshment available for the members of the meeting.
If training is to be conducted, it is handy to have a whiteboard and marker to help with it. No matter what kind of event is going to be conducted in the room, it is imperative that there is a proper internet connection and the Wi-Fi password should be provided to the business in advance. Air-conditioning should also be available so that the room can be made as comfortable as possible.
We can now take a look at the various pieces of information available about meeting/training rooms on a virtual office provider’s official website:
Type of event that room can be used for
This will help the business understand the purposes for which the room can be used. For example, certain rooms can function as both training rooms and meeting rooms whereas others can only be used as meeting rooms. If the user wishes to book a particular room for a long period of time so they can conduct both a training and a meeting in the same room in a single day, they should ensure that the room has all the required facilities for doing so. Knowing the purposes for which a room can be used in advance will help them greatly as they will not have to figure it out for themselves.
Type of venue
The rooms that virtual office providers provide to businesses are all available in different and unique locations. The type of venue can be a corporate office, coworking space, educational institution, or business centre. The venue can play a large role in defining the mood and ambience of a particular room. If the room is in an educational institution, it may not be as formal as one which is in a corporate office. Business centres can be used for more casual meetings. The business should ensure that they select rooms that suit their purpose accurately. If they do not, they may find that their meeting/training does not end up having the desired effect that they are looking for. The business should ask the virtual office provider in advance about the kind of environment that they can expect from each room that they choose.
The capacity will help the business understand how many people can be accommodated in that room. If the business is planning to hold a meeting with fewer people in a room, then they can go for a room that has a smaller capacity. If they want to hold a meeting with more people in a room, they can try a room that has a larger capacity. Businesses should be mindful of the fact that rooms with larger capacities may cost more. They should not be careful to avoid making the mistake of booking a large room for a small meeting as they could end up wasting money unnecessarily. The size of the room may also take away from the intimacy of the meeting. The business should plan properly to ensure that they do not get a room that is not the best for their situation.
Basic information about the venue
There will be some basic information regarding where the room is located. Details such as the location’s proximity to public transport facilities like bus stops and metro stations will be included. This is important as it will help the business know whether the room is easily accessible or not. They definitely would not want their clients to get lost or unable to reach the location. It is imperative that the room is in a location that is simple to get to with as minimal extra effort as possible. Clients value partnerships with businesses that do their best to make sure that they are comfortable. If the business picks a room that is in some far-off location, it may not reflect positively on the business’ care and concern for their clients. Thus, businesses should be cautious in their room-selection decisions.
In certain cases, the business may book a particular room with the aid of the virtual office provider and end up not using the room. The client may end up cancelling because they ran into some new engagements or the business may cancel because they wish to reschedule the meeting. There are many other reasons for not using the room besides these. In these instances, the business would try to cancel their booking. They should check the cancellation policy to ensure that they do not cancel the booking too late and end up having to pay a cancellation fee. The cancellation policy will indicate to them how many hours in advance they would have to cancel their booking so they can excuse themselves from paying for the cancellation.
This will provide information about the landmark that is closed to the location of the room. This can be useful when the business is providing clients with directions to the room. They will now be able to find the room easily with the help of the landmark.
This describes the kind of amenities that are available in each room. This piece of information will help the users decide which room will be the most suitable for the meeting or training that they are conducting.
Role of InstaSpaces
InstaSpaces is a virtual office provider in India that has a team composed of 30 members; each one of them tries to put in their absolute best for their clients. We offer virtual office addresses all across India for our clients. We will do our best to ensure that everyone gets the virtual office address that suits their situation the best, depending on the kind of business that they are as well as their budget. We also provide official business registrations as well as GST registrations along with all the documents that are needed for them. In case the registration turns out unsuccessful, we will ensure that you get a complete refund.
We will also provide you with meeting rooms, training rooms, video conferencing rooms, board rooms, interview rooms, and private offices at a fixed price. The rooms will also have all the amenities that you need for whatever event you may be conducting. IT assistance will also be offered in case you run into any difficulties inside the room. You can always reach out to us no matter what problems you have.
If you have any doubts about the services that we offer, you can get in touch with us using the contact details on our website or communicate them directly to our virtual assistant, InstaBuddy. We look forward to walking with you on this journey and wish to tell you that you can trust us, knowing that we would do our best for you.
Happy Office Hunting!