How to Choose a Meeting Room in Toronto: A Practical Booking Guide

So, how do you choose a meeting room in Toronto? Think beyond availability and consider what your meeting needs to thrive.

To get the most out of your meeting, firstly, its purpose must be established. From there, consider the number of attendees, the layout and technology needed, a convenient location that enables everyone to come together, catering options, and any other materials needed to complete the activities planned.

Start with your Meeting Goal

Before choosing a meeting room, start by considering what you want to accomplish. The goal of the meeting should guide the corporate meeting space you choose. Once you know what your meeting needs to accomplish, consider how the room’s layout can support it. The right setup will promote engagement and collaboration in your next business meeting space.

A client presentation, board meeting, training session, collaborative workshop, and an interview/ client meeting all require different layouts to support how people interact and participate.

Meeting Type	Ideal Layout	Why it Works
Client Presentation	Theatre or classroom	Keeps attention focused on the presenter and presentation
Board Meeting	Boardroom	Creates a focused setting where everyone can participate in the discussion
Training Session	Classroom or U-Shape	Gives participants a clear view of the presenter while allowing for interaction
Collaborative Workshop	U-Shape or flexible group tables	Encourages conversation, teamwork, and active participation
Interview or Client Meeting	Boardroom	Creates a professional, comfortable setting for focused conversations

Meeting room layouts including theatre, classroom, boardroom, U-shape and group tables

Make Sure There’s Enough Space!

Of course, meeting room decisions also depend upon the number of attendees, but it’s important to consider more than just the number of seats. After all, you’re fitting more than just people into the room. Make sure there is enough space for equipment, catering, and comfortable movement throughout.

Get the Technology Right

Another consideration is technology. Will you need reliable Wi-Fi (who doesn’t?), large displays, screen sharing, microphones, speakers, or videoconferencing? These additions can help to make presentations more engaging. When choosing a hybrid meeting room in Toronto, it’s also worth considering if there is on-site technical support available. The right meeting room AV equipment and support can help everything run smoothly, without interrupting the flow of your meeting.

Location Matters

Location is also an important factor when planning a meeting. Ease of attendance can influence how many people arrive and how they feel when they get there. For both local and visiting attendees, access to transit can make a big difference. In a downtown Toronto meeting space, easy access to and from Union Station including Union-Pearson Express, the PATH, TTC, VIA Rail, and Toronto City Airport may be a factor you’d want to consider. Additionally, while convenience matters, so does the setting. A waterfront meeting venue, for example, can offer a change of scenery from the usual office environment.

View Our Locations!

Don’t Forget the Details!

Finally, think about what else you may need on the day. Meeting room amenities such as whiteboards, flipcharts, and additional stationery can be useful. Additionally, meeting room catering can take care of food and refreshments for your attendees, and catering breakout space may reduce any distractions and free up space in the meeting room itself. If your meeting involves smaller group discussions, you may want to consider additional breakout rooms.

Click to view our Fall Catering Menu!

Finding the Right Fit

When you’re clear on your meeting’s purpose, capacity, layout, technology, and location, along with catering requirements and any additional materials you may need, you’re already setting your meeting up for success. With a team on hand to support you throughout the planning process and assist with on-site execution,, you can focus on making the most of your meeting.