Benefits of Hosting an Offsite Meeting

There are many benefits to hosting your next important meeting offsite. While it may be convenient to just have the meeting in your own conference room, there are drawbacks. If you are like most small and medium business leaders, the chances are that your own office, or business premises are not really big enough to host meetings where all of your staff, or perhaps partners and vendors can meet in one space. And the chances are, the Star Wars poster belonging to your IT guy, desks covered with coffee cups or limited parking facilities are not likely to impress visitors coming in from out of town anyway.

Sometimes just getting out of your own environment can get everyone inspired with new ideas and out of the box thinking. Your team will also be less distracted when they are not pulled out of the onsite meeting by employees and visitors.

Of course, you could try holding meetings at a local coffee shop but then you have issues with security, eavesdropping and the general disturbance of people coming and going. You also risk looking unprofessional and annoying the owner of the coffeeshop, another local business owner just like you. You can read up on coffee shop meetings from an article in the Democrat and Chronicle .

A dedicated, offsite meeting room solves all of these problems. Your staff will be more productive and less distracted, you avoid any data leaks and maintain confidentiality and, above all, you enhance your own professionalism and business reputation in front of potential customers, clients and investors.

What's more, a professional meeting space doesn't have to be all that expensive and will boast a range of AV and multimedia equipment you can use, that wouldn't be practical to buy. When you rent a meeting space you also enjoy the advantage of flexibility in how you set things up and the wisdom of an experienced meeting planner - all for one fee.

Memorable meetings come from inspiring spaces

Whether you are holding a meeting, conference for an out-of-town guest, a training day for your staff, or even a festive get-together, the venue you choose can be as important as the speakers you hire, the food you might serve and the activities you arrange. A great venue brings out the best in people, can foster a good mood and feeling of camaraderie and ensure that whatever the aim of your event, that your message gets through and is memorable. Hosting meetings in places such as The Hyatt Regency, or The Double Tree Hotel are traditional conference room setting, and great options. We suggest the non traditional options that send a signal to your attendees that they can expect something different, and results in an increase of the energy in a room. Places like Capstone IT break away from the hotel scene to a more private fun atmosphere.

The Capstone IT meeting space

One of the best meeting spaces here in Rochester can be found at Capstone IT. We offer a conference space that is the perfect size for small and medium businesses who want to impress staff and visitors but still provide an intimate venue that feels personal. We are experienced in helping the business community of Rochester, NY and beyond to stage meetings. Our business planners can help you with all the details and put together a results-oriented, solution focused meeting, or simply pass on some tips that would make any event successful and go with a swing.

There can be few more charming spots to hold a meeting than here at Capstone. Our room is not only open and bright thanks to large windows on two sides, but surrounded by magnificent trees so you feel you have mother nature herself as a spectator. Whatever time of year you're here - when the buds of spring are bursting into life, during the full bloom of summer or the seasons of colors and snow, you can't help but be inspired by this lovely setting.

Inside the meeting space, you'll find a large conference room that can accommodate groups of up to 40 people, as well as three smaller breakout rooms where delegates can talk and do group work, including whiteboard access.What's more, there's no need to send out for coffee and refreshments, the Capstone IT meeting space has a kitchen cafe area with all the drink-making facilities you need including classic Keurig Coffee makers. There are also microwaves, refrigerators, and flatware if you want to prepare your own food. Comfortable relaxed seating, a fooseball table, and a television help make the cafe a perfect area for those meetings that require a longer break period. Best of all tea, coffee, and hot chocolate are all included in the price.

Meeting place’s such as The Rochester Airport Marriot offer the use of audio equipment, computers, printers, and fax machines and it is appealing to many SMB seeking a meeting space for presentations, and training seminars. Of course, this is Capstone IT so you can be sure that we have a range of state-of-the-art technology incorporated into our meeting space that will enable events to be more efficient and more effective. Thanks to wifi and live streaming, people can bring their own devices, such as laptops, tablets and mobiles, and enjoy multimedia functionality.

Our list of tech includes

Other facilities we offer are:

  • Individual 6-foot tables that can be configured to best meet your needs whether it’s one large conference table, class room style or around the room.
  • A portable, large whiteboard
  • Shared kitchen/café space with refrigerator and microwaves
  • Keurig coffee makers with coffee, tea, and hot chocolate included
  • Water coolers

The area around also has a range of food and accommodation options for anyone coming into town for a meeting. There's a well appointed Hilton next door, and if you're looking for anything from Italian food, Mexican, a simple sandwich or hearty local fare, it can all be found within walking distance.

The rental fee for the Capstone IT meeting space includes help from our meeting planner, setup, audio visual and other technology, the large conference room and 3 break out rooms, use of communal kitchen, drinks and parking just outside. All this can be enjoyed for $450 for a full day or $300 for up to four hours. If you want to know more, simply drop by or give us a call today at 585-546-4120 and we'd be happy to answer all of your questions.

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