Client Meeting Checklist

Meeting Venue Toronto

Whether it’s a potential new buyer or progress reporting, it’s common to get nervous before a client meeting. Especially if you’re feeling unprepared.

We’re taking stock of the lessons we’ve learned from the thousands of meetings held at our Toronto meeting room rentals and we put them together in a quick, easy-to-follow client meeting checklist:

Meeting Checklist

1. Purpose/Goals

The first thing you need for a successful client meeting is to determine what the meeting should achieve. What are the primary goals of the meeting? This may include goals like:

  • Making a sale (to the client)
  • Progress reporting
  • Troubleshooting
  • Clearing up confusion

In addition to the goal, you should prepare your intended outcome. Know what you want the client to walk away from this meeting thinking, doing, and saying.

Everyone on your team should be aware of the purpose and desired outcome of your meeting.

2. Choose Lead

If multiple people are involved from your team, there needs to be one person in charge. This person takes the lead on the presentation, introducing, concluding, and fielding questions.

That doesn’t mean the lead has to talk the whole time. The meeting lead can act as a host, introducing and wrapping up the meeting, while introducing specialists to discuss specific details. This keeps everything organized and shows a strong team dynamic.

Meeting Room Rental

3. Agenda

The next item on the checklist is the agenda – a schedule or outline for the meeting. This helps you keep the meeting on task and moving towards your goal. Think of it as an index for your meeting.

A sample agenda for a new client meeting could look like:

  • Introductions
  • Elevator pitch of your business
  • Outline the goals of the meeting
  • Presentation
  • Call-to-action
  • Field any questions

4. Presentation/Technical

Not every meeting needs to have a PowerPoint. But every meeting does involve some sort of presenting. Whether creating an action plan or pitching new business, it helps to have your key talking points planned out and ready.

Preparing information in advance gives the client piece of mind. It also shows that you have put time and thought into their meeting, demonstrating that you value them.

Going up and, “winging it” never inspires the same confidence. Even if your improvised solutions would have been just as good, it doesn’t have the same effect as a prepared presentation.

If you do need a PowerPoint, it’s important to make sure your meeting room has the right technology. How many presentations have you seen where connections don’t work, WiFi is too slow, or programs don’t open? It’s never a good look.

It’s essential to have a meeting venue with all the right technology for PowerPoint and slides. That means having wired and wireless connections for presentation screens. These connections must have options for both Mac & PC. As well, make sure your meeting room has high-speed internet. Waiting around for presentations, links or videos to open interrupts the flow and professionalism of your presentation.

Also, consider other technology you might need. Teleconferencing and webcam chats are commonplace in modern meeting rooms. So you want to make sure your communication options are ready to go. As well, offline solutions, like whiteboards, can provide great benefit to meetings – especially those involving brainstorming.

The right technology should be found in the meeting space you choose:

5. Meeting Space

Technology is just one of the important considerations when choosing your meeting space. You must also consider the impression of your business you are presenting. The meeting room you choose can either impress or distress your client.

A professional, well-designed, technologically advanced meeting space inspires confidence in your business. It shows professionalism, implies success, and demonstrates respect to the client.

As well, consider spacing. This can have a big subliminal impact on the meeting. Oversized or undersized meeting rooms are poor choices. Too small of a space is cramped and uncomfortable. Too large of a space feels empty – it can leave your presentation feeling underwhelming.

Getting the space right makes a more natural psychological fit, making the meeting a more pleasant, and persuasive, experience. So it’s worthwhile to have options for different sizes and types of meeting rooms.

If your building’s meeting venues are overbooked or underwhelming, it’s worth finding rental meeting space.

Coffee Meeting

6. Comforts

The little things matter. Providing some simple comforts makes your meeting more enjoyable, promoting a better experience for clients. A little extra effort in providing comforts takes your meeting to the next tier.

Coffee and water are, of course, staples of any meeting. For longer meetings, it’s worthwhile having snacks or even considering catering. The best Toronto meeting room rentals can arrange catering for you, so you can keep your focus on the content of the meeting.

7. Meeting Room Rentals

When it comes to a successful client meeting, the little details matter. Of course, you want to put the bulk of your efforts on the meeting itself.

That’s where rental meeting space shines. Our meeting room rentals in Toronto take care of all the other details, so you can put your focus on the content of your client meeting.

Book a meeting room now for your next meeting.

Why Any Company Can Benefit From Renting Meeting Venues

Meeting Room Rentals

Disney, Microsoft, Amazon, Google: Some of today’s biggest business empires started in garages.

Everyone loves the story of humble beginnings leading to undeniable success. But garages don’t inspire confidence in the people new businesses need to impress. And you can bet that’s not where they met with investors & clients.

From start-ups with big dreams to enterprises with multiple offices, any company can benefit from renting meeting rooms. We take a look at some of the reasons all sizes of business are renting meeting venues:

Professional Setting

First impressions matter and top-quality meeting venues are a great way to impress clients. Up-to-date technology allows for seamless powerpoint presentations, conference calls, and webcam connections. There’s no more fumbling with technology or jerry-rigged presentation tools in presentation and boardroom meetings.

Businesses with no, or underwhelming, meeting rooms can set a professional tone by renting. In many offices, the meeting venues are old and out-of-date. The designs go out of style and the technology falls into disrepair or is outpaced by new trends.

Rental meeting rooms, on the other hand, are always kept updated. They need to satisfy the needs of the modern company. As such, coworking spaces refresh their meeting venues with modern designs and the latest technology. Even established enterprise companies benefit from coworking meeting room rentals.

This is especially appealing to companies who’ve been in the same location for a long time. Boardroom rentals allow them to put their best face on with new clients, investors, and partners.

Toronto Meeting Room Rental


When booking a meeting, location matters. When meeting with multiple parties coming together, it’s good to find a meeting spot in a central location.

The challenge is that desirable business locations, like the Financial District, are in short supply. Costs are high and availability is low. Finding business space for rent in these areas is hard for companies. Fortunately, coworking spaces offer rental meeting rooms that satisfy this need.

Our Adelaide locations offer meeting rooms in Toronto’s Financial District. With spaces on the 24th and 25th floors, these boardrooms give an impressive image for companies of any size.

For companies that work out of town, boardroom rentals are another great option. Teams can gather while visiting for conferences, or businesses can meet in a more accessible location. This is especially useful when a company already has to visit the city to meet with other partners.

Internal Meeting Rooms Fill Up Fast

Last minute meetings can be tough to book. In most offices, meeting rooms fill up fast. If you need to move around meeting times or don’t book far enough in advance, you might be stuck in a coffee shop.

When you need an extra place to meet, meeting room rentals aren’t just a lifeline – they’re an upgrade. They’re cleaner, run smoother, and your booking times are guaranteed.

An overflow of meeting room bookings isn’t the only reason to look outside of your office building. Room sizes should match the number of people going to the meeting. Too small of a room is cramped and uncomfortable. Too large of a room, and it feels empty and unprofessional – like a child in an oversized suit.

Toronto coworking offices, on the other hand, have a variety of meeting venue sizes to keep you in the Goldilocks zone. For meetings in groups of 4 to 20 people, there are three different room sizes. So you can choose the one that’s just right.

Scaleable Meeting Space

Coworking meeting rooms are a better alternative to hotels. Hotel venues are often oversized, overpriced, and are less inclined to cater to smaller meetings. For meeting room rentals of 20 people or less, hotels are a poor substitute.

Book a Meeting Venue in Toronto

With a variety of room sizes available and rates on a per hour or per day basis, The Professional Center has the right room for you. Our Toronto meeting venues fill up fast so contact us to request a meeting room today.


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