How to Choose the Right Meeting Room in Perth for Your Event

Planning a business meeting, seminar, or training session and not sure where to start? 

Finding the right meeting room can make all the difference between a smooth, successful event and one that feels disorganised or underwhelming. Whether you’re hosting a high-stakes boardroom presentation, a collaborative workshop, or a client-focused seminar, the venue sets the tone for the entire experience.

Perth is fast becoming a hotspot for corporate gatherings and events, offering a wide variety of options—from traditional conference centres to stylish hotel meeting rooms. But with so many choices, how do you narrow it down and find the one that truly fits your needs?

If you’re looking to rent meeting space in Perth, there are several key factors to consider—beyond just price and location. From room size and technology to catering and accommodation, each detail plays a part in shaping the success of your event.

In this guide, we’ll walk you through everything you need to think about before locking in a venue—and show you how ibis Styles East Perth could be the ideal solution for your next meeting or event.

Define the Purpose of Your Event

Before you start comparing venues or checking availability, it’s essential to be crystal clear on why you’re hosting the event in the first place. The purpose will guide your decisions on layout, technology, ambience, and even catering options.

What Type of Event Are You Hosting?

Different events call for different setups. Are you planning a formal board meeting, an interactive workshop, a client pitch, or an internal team-building session? Each type of event has its own vibe and requirements.

Board meetings often need a quiet, private space with a professional atmosphere and high-level AV capabilities.

Workshops or training sessions benefit from flexible furniture layouts, breakout areas, and strong Wi-Fi for collaboration.

Presentations or seminars usually require theatre-style seating, good acoustics, and projection screens.

Creative brainstorming sessions thrive in comfortable, open spaces with natural light and writable surfaces.

When you know the goal of your event, it becomes much easier to identify a space that supports that goal.

Match the Layout to the Format

Most modern meeting venues offer multiple room configurations. The right layout can improve communication, engagement, and overall productivity.

Here are a few common layouts and what they’re best suited for:

• U-Shape: Ideal for interactive discussions or workshops where participants need to face each other.
  
  
• Theatre Style: Great for larger groups, lectures, and presentations where no tables are needed.
  
  
• Boardroom Style: Best for small, focused meetings with limited participants.
  
  
• Classroom Style: Suitable for training or educational sessions where note-taking and laptop use are important.
  
  
• Cabaret Style: Encourages group work and informal interaction—perfect for brainstorming or team-building events.
  
  

Knowing your preferred format will help you narrow down your choices when selecting a venue.

Think About the Atmosphere You Want to Create

The tone of your event matters. A client-facing strategy meeting might call for a more polished, professional setting, while a team huddle or planning day might benefit from a relaxed, creative vibe. Consider elements like lighting, décor, and furniture when evaluating a space—these factors influence how people feel and engage during the event.

Once you’re clear on your event’s purpose, the rest of the planning process becomes far more focused and efficient. And when you choose a venue like ibis Styles East Perth, you’ll have access to adaptable spaces that can flex to suit a wide variety of event types and styles.

Consider Location and Accessibility

Location can be the deciding factor when it comes to the success of your event. A well-situated venue doesn’t just make things more convenient—it increases attendance, reduces late arrivals, and ensures a smoother overall experience for everyone involved.

Choose a Central, Well-Connected Venue

When evaluating locations, aim for a venue that is easily accessible by both private and public transport. This is especially important if your attendees are coming from different parts of the city—or even from interstate or overseas.

ibis Styles East Perth is located right on Adelaide Terrace in the heart of East Perth. Its proximity to the CBD means it’s just minutes away from major business districts, government offices, and city attractions. With easy access to buses, trains, and the CAT free transit zone, it’s a hassle-free location for locals and travellers alike.

Consider Parking Options for Guests

Not everyone will be arriving by public transport, so convenient parking is also a must. Whether it’s on-site parking, nearby paid car parks, or valet options, your chosen venue should make it easy for guests to arrive without stress.

ibis Styles East Perth offers parking nearby and can provide recommendations based on your event size and timing. This small detail can make a big difference, especially for early-morning meetings or after-hours sessions. For your information, we do also accept chargebacks for packing as well.

Think About Nearby Amenities and Accommodations

If your event runs for a full day—or spans several days—nearby cafés, restaurants, and accommodation become important. Attendees may want to grab a quick coffee, enjoy a post-meeting lunch, or stay overnight.

With an on-site restaurant (Eastside Social), comfortable guest rooms, and a vibrant East Perth location, ibis Styles offers everything your guests might need—without ever having to leave the venue.

When you’re ready to book a meeting room in Perth, make location a top priority. A central, accessible venue like ibis Styles East Perth not only enhances the attendee experience but also reflects positively on your brand or business.

Evaluate Room Size and Capacity

One of the most common mistakes event organisers make is choosing a meeting room that’s the wrong size for their group. A room that’s too small can feel cramped and uncomfortable, while one that’s too large can seem empty and impersonal. Finding the right fit creates a more productive and engaging environment for your attendees.

Know Your Headcount

Before you start browsing venues, get a confirmed or estimated headcount. Are you expecting a tight-knit group of 6 or a mid-sized audience of 30? Knowing your numbers early will help you filter out unsuitable options and avoid overpaying for unused space.

At ibis Styles East Perth, the meeting room caters to small to medium-sized groups and offers a modern, comfortable setting that can be configured to suit your group size.

Understand Seating Configurations and Their Impact on Capacity

Different seating styles impact how many people can comfortably fit in a room. A room that seats 20 people boardroom-style might accommodate 30 in theatre-style. Here are some common configurations:

• Boardroom Style: Best for small, formal meetings. Everyone faces each other, which is ideal for decision-making or presentations.
  
  
• Theatre Style: Maximises capacity and works well for speaker-focused events or seminars.
  
  
• Classroom Style: Offers individual desk space, great for training sessions or workshops.
  
  
• U-Shape or Cabaret Style: Encourages interaction and is suited for collaborative or breakout-style sessions.
  
  

The meeting space at ibis Styles East Perth is fully adaptable, allowing you to choose the layout that best suits your event style and headcount.

Allow Space for Movement and Comfort

It’s not just about seating—it’s about flow. Consider how much room attendees will need to move around, take breaks, or engage in group activities. Cramped conditions can stifle participation, while too much empty space can feel disconnected.

ibis Styles East Perth’s meeting room is designed with comfort in mind, with plenty of natural light, adjustable furniture, and a layout that supports ease of movement and interaction.

Think Beyond Just the Meeting Room

Also, factor in whether you’ll need breakout areas, catering space, or networking zones. Does the room allow for these add-ons? ibis Styles offers flexible arrangements, and with its on-site restaurant and common areas, you have options to extend your event experience beyond the four walls of a single room.

Choosing a meeting room that’s appropriately sized and configured ensures your event feels organised, professional, and attendee-friendly. At ibis Styles East Perth, you’ll find a space that’s as functional as it is stylish—ready to adapt to your needs.

Check Available Facilities and Technology

In today’s fast-paced business environment, reliable technology and practical amenities aren’t just nice to have—they’re essential. Whether you’re delivering a digital presentation, hosting a hybrid event, or facilitating a hands-on training session, the right facilities can make all the difference in the flow and professionalism of your event.

Ensure the Room Is Tech-Ready

Before booking, confirm that the venue is equipped with the latest presentation tools. These typically include:

• High-speed Wi-Fi for seamless connectivity.
  
  
• AV equipment, such as data projectors, flat-screen TVs, and HDMI inputs.
  
  
• Audio systems with microphones or speakers (especially important for larger groups).
  
  
• Lighting control and blackout blinds for optimal presentation visibility.
  
  

At ibis Styles East Perth, the meeting room comes fully equipped with modern technology to support your event. From high-resolution display options to user-friendly connectivity for laptops and mobile devices, everything is designed for simplicity and efficiency.

On-Site Technical Support

Even the most prepared presenter can run into tech issues. That’s why having on-site support is invaluable. ibis Styles East Perth offers assistance from knowledgeable staff who can help you with setup, troubleshoot connectivity issues, and ensure everything runs smoothly from start to finish.

This level of support allows you to focus on your content and audience, rather than dealing with cables, remotes, or software compatibility problems.

Extra Facilities That Add Comfort and Convenience

In addition to AV capabilities, think about the practical features that will enhance the attendee experience:

• Air conditioning to maintain a comfortable room temperature.
  
  
• Flexible furniture layouts to suit different event formats.
  
  
• Writing materials, such as notepads and pens, are often included upon request.
  
  
• Tea, coffee, and water stations to keep guests refreshed throughout the day.
  
  

The ibis Styles East Perth meeting room includes many of these features, along with natural lighting and sleek, modern furnishings that elevate the professional feel of your event.

Hybrid Meeting Compatibility

If you’re hosting remote attendees or need to stream your event, make sure your venue supports hybrid meeting setups. ibis Styles can accommodate these needs with its reliable internet connection and screen-sharing capabilities, making it easier to connect in-person and remote participants.

When comparing Perth conference and meeting rooms, it’s these details—technology, flexibility, and support—that separate a good venue from a great one. ibis Styles East Perth delivers on all fronts, providing a tech-ready, comfortable environment that’s perfect for professional presentations, workshops, and collaborative sessions.

Look at Ambience and Design

The atmosphere of a meeting room plays a subtle yet powerful role in the success of your event. From the moment your guests walk in, the design, lighting, and overall vibe of the space can set the tone—whether it’s professional, creative, relaxed, or high-energy. A well-designed space helps attendees feel more comfortable, stay focused, and engage more fully in the agenda.

First Impressions Matter

When you host clients, partners, or team members, the physical space becomes a reflection of your brand or organisation. A clean, modern, and thoughtfully designed room shows that you’ve put effort into the experience.

At ibis Styles East Perth, the meeting room offers a sleek, contemporary setting that immediately impresses. The room features minimalist furnishings, modern lighting, and floor-to-ceiling windows that allow in plenty of natural light—creating a bright, welcoming atmosphere that energises guests as soon as they arrive.

Natural Light and Mood

A meeting room flooded with natural light helps to reduce fatigue and increase alertness—especially important for full-day sessions or training events. Studies have shown that natural lighting improves productivity, focus, and mood, all of which contribute to a more successful event.

The ibis Styles East Perth meeting space takes full advantage of its East Perth location with large windows overlooking the city, offering a vibrant backdrop while maintaining privacy and focus inside.

Modern Interiors Designed for Comfort

Ambience isn’t just about looks—it’s about how people feel in a space. Comfortable, ergonomic chairs and a clutter-free environment contribute to better concentration and collaboration. Temperature control, clean lines, and calming colour palettes all play a role in maintaining focus and minimising distractions.

The meeting room at ibis Styles East Perth is purpose-built with these principles in mind. It’s not just visually appealing—it’s designed for people to do their best work.

Stylish Branding Without the Distraction

Sometimes venues overdo it with branding, wall art, or design elements that can feel distracting in a corporate setting. ibis Styles East Perth strikes the right balance—its meeting space is stylish but neutral, allowing your brand or presentation content to take centre stage without competing with busy décor.

Flexible Setup to Match Your Event Style

A good ambience should be adaptable. Whether you need a collaborative roundtable setting, a more formal layout for a client pitch, or a presentation-style format, the ibis Styles meeting room offers configurable furniture arrangements to match your event’s energy and flow.

Choosing a meeting space with the right ambience isn’t just about aesthetics—it’s about creating the right environment for communication, collaboration, and connection. ibis Styles East Perth delivers an elevated experience with a fresh, modern design that supports both productivity and professionalism.

Catering and Refreshment Options

Whether you’re hosting a quick morning meeting or a full-day workshop, catering plays a key role in keeping attendees focused, refreshed, and satisfied. Offering food and beverages isn’t just a nice touch—it’s an essential part of a smooth, well-run event. From light snacks to full meals, the right catering solution can elevate the overall experience.

Keep Attendees Energised

No one performs at their best when they’re hungry or dehydrated. Offering refreshments during breaks helps maintain energy levels and encourages informal networking and conversation.

At ibis Styles East Perth, you can request a range of catering options tailored to your event schedule. Whether it’s a mid-morning tea, a working lunch, or afternoon canapés, the team can provide flexible packages that meet your guests’ needs.

On-Site Restaurant: Eastside Social

One of the key advantages of hosting your event at ibis Styles is access to their in-house restaurant, Eastside Social. With a focus on fresh, locally inspired cuisine, Eastside Social can cater for both small and larger groups, offering customisable menus suited to a variety of dietary needs and preferences.

This allows you to streamline your planning—no need to coordinate with external caterers or arrange transportation for meal breaks. Everything you need is right on site.

Catering for All Event Types

Whether your event is a short client presentation or a multi-day seminar, the ibis Styles team can accommodate a range of formats:

• Tea and coffee stations to keep guests alert throughout the session
  
  
• Light refreshments such as pastries, fruit, and snacks for shorter meetings
  
  
• Buffet-style or plated meals for formal events or longer sessions
  
  
• Cocktail-style setups for networking evenings or celebratory functions
  
  

This flexibility ensures you can match the catering to the tone and duration of your event, all without needing to leave the venue.

Dietary Requirements and Customisation

It’s increasingly important to cater to a variety of dietary needs, including vegetarian, vegan, gluten-free, and allergy-sensitive options. ibis Styles East Perth understands this and can work with you to ensure every guest is looked after, regardless of their dietary preferences or restrictions.

When comparing conference rooms for rent, catering is often overlooked—but it can be the difference between a standard meeting and a memorable experience. With quality in-house food options, tailored packages, and a dedicated hospitality team, ibis Styles East Perth ensures your guests are well-fed, focused, and ready to engage.

Accommodation and Additional Amenities

When planning a meeting or event—especially one that spans a full day or involves interstate or international guests—accommodation becomes a key consideration. Offering your attendees a place to stay not only adds convenience but enhances the overall experience, making your event feel seamless and professionally managed from start to finish.

On-Site Accommodation for Out-of-Town Guests

If your event involves attendees travelling from outside Perth, having quality accommodation at the event venue is a huge advantage. It eliminates the need for additional travel arrangements, early morning commutes, or taxi bookings—everything is just a few steps away.

ibis Styles East Perth provides stylish, modern rooms that are perfect for business travellers. With enormous amount of guest rooms, the hotel can comfortably accommodate event attendees, making it an ideal choice for events that run across multiple days or include early start times.

Comfortable, Contemporary Rooms

The guest rooms at ibis Styles East Perth are designed with both comfort and functionality in mind. Each room features:

• Plush bedding and blackout blinds for restful sleep
  
  
• Smart TVs and free high-speed Wi-Fi for work or relaxation
  
  
• Workstations and USB charging ports for business travellers
  
  
• Ensuite bathrooms with modern fittings
  
  

Guests will appreciate the ease of being able to return to their room after a long day of meetings without needing to navigate the city or book transport.

Dining, Fitness and Leisure Amenities

A great event venue goes beyond just meeting spaces and accommodation. It offers amenities that help guests relax, recharge, and feel at home.

At ibis Styles East Perth, attendees can enjoy:

• Eastside Social Restaurant and Bar – perfect for post-meeting drinks or casual dinners
  
  
• 24-hour fitness centre – ideal for guests looking to stick to their routines
  
  
• Business services and concierge support – for any last-minute printing, directions, or requests
  
  

These extras enhance the guest experience and show your attendees that every detail has been considered.

The Advantage of Staying Where You Meet

Having your event and accommodation in one place significantly streamlines logistics. No need to coordinate shuttle services, navigate traffic, or worry about attendees running late. It also gives your guests more time to relax, network, or explore the local area between sessions.

If you’re seeking east perth accommodation that offers both comfort and convenience for business events, ibis Styles East Perth stands out as a top choice. With modern rooms, extensive amenities, and a prime location, it’s perfectly suited for hosting guests and meetings under one stylish roof.

Budget Considerations

While it’s tempting to focus only on visuals and amenities when booking a meeting space, budget is a critical factor that can impact every other decision. The key is to find a venue that delivers excellent value without compromising on the essentials—like location, technology, and service. The good news? It’s entirely possible to stay within budget and impress your attendees.

Look Beyond the Base Price

When comparing meeting venues, don’t just look at the room hire cost—consider what’s included in the package. Some venues offer lower rates but charge extra for basics like Wi-Fi, AV equipment, or refreshments. These add-ons can significantly inflate your final cost.

ibis Styles East Perth provides a refreshingly transparent pricing structure with inclusive meeting packages. These typically cover essentials like:

• Room hire
  
  
• High-speed Wi-Fi
  
  
• AV equipment (projector, screen, flipcharts)
  
  
• Basic stationery (notepads, pens)
  
  
• Tea, coffee, and water
  
  

This all-in-one approach helps you stay on budget while still accessing everything you need to run a smooth and professional event.

Flexible Packages for Different Needs

Not all events require the same level of service or setup, which is why flexibility in pricing is so important. Whether you’re hosting a half-day meeting, a full-day seminar, or a multi-day conference, ibis Styles East Perth offers tailored solutions to suit various needs and budgets.

Options can include:

• Room-only hire for simple meetings without catering
  
  
• Day delegate packages with catering and AV included
  
  
• Custom packages for multi-day events or special requirements
  
  

By choosing the package that fits your exact needs, you avoid overpaying for services you don’t need.

Get the Most Out of Off-Peak Bookings

If your dates are flexible, consider booking during off-peak times. Mid-week or non-peak seasons often come with more competitive rates and greater availability. The events team at ibis Styles East Perth can help you identify the best timing for your budget without compromising on quality.

No Compromise on Quality

Staying within budget doesn’t mean settling for less. At ibis Styles East Perth, you’ll find a sleek, modern space with thoughtful design and professional support—all at a price point that works for small businesses, corporates, and everything in between.

Their balance of affordability and quality makes the hotel a standout option for cost-conscious organisers who still want to deliver an impressive experience.

By carefully evaluating what’s included, choosing the right package, and working with a responsive events team, you can host a successful event without overspending. ibis Styles East Perth offers real value for money—delivering style, function, and support all under one roof.

Customer Service and Flexibility

Even the most well-equipped venue can fall short without a supportive and responsive team behind it. From the first enquiry to the day of your event, exceptional customer service makes planning easier and execution smoother. When choosing a venue, consider how flexible and helpful the staff are—especially when it comes to last-minute changes or specific requests.

Personalised Event Coordination

Every event is unique, and a one-size-fits-all approach rarely works. That’s why having access to a dedicated events coordinator can make a significant difference. At ibis Styles East Perth, the team works closely with you to understand your objectives, guest list, room layout preferences, and technical needs.

This collaborative planning ensures your event is tailored to your vision—whether you’re hosting a boardroom-style meeting, workshop, or networking session.

Responsive and Reliable Communication

During the planning phase, fast and clear communication is essential. Venues that delay responses or offer vague information can add unnecessary stress. ibis Styles East Perth stands out for its professionalism and prompt communication, making it easier to confirm details, finalise bookings, and make adjustments as needed.

From sending quotes to assisting with catering preferences or seating changes, the team’s responsiveness ensures you feel supported at every stage.

On-the-Day Support

Even with careful planning, things can change on the day of your event—maybe a few extra guests turn up, or the AV setup needs tweaking. Having on-site staff ready to assist means problems are solved quickly, without disrupting your schedule.

ibis Styles East Perth provides attentive support throughout your event. Whether you need help setting up equipment, rearranging seating, or coordinating catering times, their team is there to keep everything running smoothly.

Flexibility for Changing Needs

In a business landscape where plans can shift quickly, flexibility is a valuable asset. ibis Styles East Perth understands this and offers adaptable solutions for rescheduling, adjusting room layouts, or modifying catering based on updated headcounts. Their ability to accommodate changes without hassle makes them a trusted partner for recurring events and first-time organisers alike.

When you hire meeting rooms at ibis Styles East Perth, you’re not just booking a space—you’re gaining a reliable team dedicated to making your event a success. Their proactive, professional service adds confidence and ease to every step of the planning process.

Make Every Meeting Count

Ready to take your next event to the next level? Choosing the right venue isn’t just about ticking boxes—it’s about creating the right environment for ideas to flourish, goals to be achieved, and people to connect. From location and layout to catering and customer service, every detail plays a role in shaping the experience.

If you’re exploring meeting rooms in Perth, ibis Styles East Perth offers a unique blend of functionality, flexibility, and style. With modern facilities, customisable packages, and a dedicated team ready to support you, it’s a smart choice for businesses and event organisers who want peace of mind and a professional edge.

No matter the size or scope of your meeting, let ibis Styles East Perth help you host it effortlessly. Reach out today to discover how our space can work for you.