Organising a training event is not just about choosing a date and convening attendees. Choosing the right training spaces can make the difference between an enriching experience or an event that is forgotten the next day.
Organising a training is like directing a film. You have the script (the content), the actors (the speakers) and the audience (the attendees). But where does the magic happen? On location. You can have the best script in the world and the most award-winning actors, but if you shoot your masterpiece in a dingy basement with no light and a projector that flickers like a hiccupping firefly, the experience will be a memorable disaster… for all the wrong reasons.
The venue you choose is not just a container. It is the stage that amplifies your message, the catalyst that fosters learning and the calling card that shouts “we are professionals” or whispers “we improvise on the fly”. For an executive, looking to deliver a leadership workshop, the space must exude authority and efficiency. For a growing multinational, it must reflect its prestige and strength. And for an entrepreneur, it needs to be a hotbed of inspiration and connection.
The choice of training space is a strategic decision, not a logistical one. And like any good strategy, you need to have a plan. So, grab a pen and paper (or open your favourite notes app), because we’re going to break down the sacred commandments to make your next training not just good, but legendary.
Why are training spaces so important?
Think about it: would you learn the same in a dark, noisy room as you would in a bright, well-equipped one with coffee on hand and good Wi-Fi?
The learning environment affects cognitive performance, engagement and knowledge retention.
Good training spaces should:
- Stimulate concentration.
- Offer comfort for several hours.
- Be technologically prepared.
- Generate a professional and welcoming environment.
In short: it is not an expense; it is an investment in results.
The Decalogue for the successful training organiser: 10 tips for choosing the ideal training spaces
We’ve put together a list of 10 key points to consider before you say “I do” to the first space you find on Google. Here we go!
1. Location, location and… surprise surprise, location!
It’s not a cliché, it’s the fundamental pillar. An inaccessible space is the first obstacle to success. Before you fall in love with spectacular photos, ask yourself:
- Is it easy to get to? Think about your attendees: Do they come by public transport? Do they need parking? A venue with good metro connections, several bus lines and nearby parking options is a goal. For corporate training, being in the financial heart of Madrid such as Azca, in the commercial and cultural epicentre of Gran Vía, or in the distinguished business district of Barrio de Salamanca, near Velázquez, is not only practical, but sends a message of prestige and seriousness.
- What’s around? A full day’s training requires breaks. Are there decent cafeterias nearby? Restaurants for lunch? A park to stretch your legs? A pleasant, serviced environment enhances the overall experience for attendees.
- Does it reflect my company’s image? If you’re a high-end consultancy, a location in an established financial district scores points. If you are a creative agency, a vibrant and lively neighbourhood may be more appropriate. The address on the invitation is already communicating something about you.
Pro-Tip: Don’t underestimate the “wow effect” of a prestigious address. It makes life easier for your attendees and elevates the perception of your event from minute one.
2. Size (and shape) does matter.
You have convened 20 people. You find a beautiful room… for 15. “Well, they’ll get to know each other better if they’re crammed together”, you might think. Wrong! Too small a space creates overwhelm, heat and discomfort, killing concentration. Too large a space can feel dull and cold, making interaction difficult.
Proportion and versatility are key. Look for training spaces that offer different configurations:
- Theatre format: Ideal for keynotes and keynote presentations. Maximises capacity.
- School format: With tables and chairs. Perfect for workshops where attendees need to take notes or use laptops.
- “U” or Imperial Format: Encourages discussion and participation. Great for workshops, brainstorming sessions or management training.
Make sure that the space allows for fluid circulation, that there is room to leave coats and backpacks without it becoming an obstacle course.
Pro-Tip: Always ask for room plans showing the different possible set-ups and the maximum capacity for each. A good venue hire company will be happy to provide them for you.
3. Technology that works for you, not against you.
This is the 21st century. Training without impeccable technological support is like a car without wheels: it goes nowhere. The list of essentials is non-negotiable:
- High-speed Wi-Fi: And we don’t mean a home connection that crashes with five people. You need a professional, stable and powerful network, capable of supporting all your attendees connected simultaneously without a hitch.
- Quality audio-visual equipment: A projector with good resolution and brightness (that looks good even without turning off all the lights), a screen of adequate size, and a clear sound system without feedback, especially for large rooms.
- Whiteboards and flipcharts: They have not gone out of fashion! They are vital tools for interaction, brainstorming and pinning down key ideas. Make sure they are in good condition and provide markers that really paint.
- Extras that add up: Do you need to rent computers for attendees, a video conferencing system for a remote speaker? Ask about these additional services, at Ibercenter we offer all these services, by the way.
Pro-Tip: On the day of the training, you will have enough nerves. Choose a provider that offers you an all-inclusive service, where the technology is proven and guaranteed. Technical support available during your event is a life insurance policy that will prevent you from panicking if something goes wrong.
4. Atmosphere: the secret ingredient of learning
Humans are sensory beings. A pleasant environment predisposes us to learn and participate. A depressing environment invites us to look at our mobile phones and count the minutes to escape. Take note:
- Natural light: Whenever possible, choose rooms with windows and natural light. It increases energy, improves mood and combats eyestrain.
- Acoustics: Is the room echoey and can you hear noise from the street or the office next door? Poor acoustics force the speaker to strain their voice and the audience to strain to hear, draining everyone’s energy.
- Climate control: Neither a sauna nor an igloo. Efficient and quiet temperature control is essential for comfort.
- Decor and furnishings: It doesn’t have to be a design museum, but ergonomic, modern and functional furnishings, along with professional and thoughtful decor, create an environment much more conducive to work and concentration.
Pro-Tip: Escape from windowless basements and 1980s-style carpeted rooms. The environment is an extension of your message – take care of it!
5. Flexibility is the new black
The times of rigid, annual rental contracts are long gone, especially for one-off needs such as training. For a start-up or for a specific project for a multinational, agility is gold.
Look for providers that offer you:
- Hourly, half-day or full-day rentals.
- Flexible cancellation (within reasonable margins).
- Scalability: What if the training is a success and you need a bigger room for the next edition? A good partner will offer you solutions.
This flexibility allows you to adapt to your real needs without committing large resources or taking unnecessary risks. It’s the perfect solution so you don’t have to worry about logistics and can focus on what really matters: the content and the attendees.
6. The “extras” that make you a luxury host
A training is not only what happens inside the room. It is the whole experience that leaves an indelible memory. This is where the additional services make the difference:
- Reception and welcome: is there a person at the reception to welcome your attendees, show them where the room is and answer initial questions? This detail greatly professionalises the event.
- Coffee Break and Catering: A coffee break is a crucial moment for networking and recharging your batteries. A good coffee, herbal teas, water, juices and snacks (sweet and savoury) are a must. If the training lasts all day, being able to arrange quality catering for lunch on site is an invaluable convenience.
- Pleasant common areas: Having a rest area or a small kitchen where attendees can take a break outside the training room enriches the experience.
Pro-Tip: A good coffee break service is not an expense; it is an investment in the satisfaction and networking of your participants. Never underestimate the power of a good croissant!
7. The human factor: support before, during and after
You can have the best venue in the world, but if the staff running it is inefficient or unfriendly, your experience will be tarnished. Evaluate:
- The booking process: Is it easy and transparent, are they quick to respond to your queries?
- On-site support: We mentioned this in the technology section, but it is vital. Knowing that there is someone to turn to if you need more chairs, if the projector won’t turn on, or if you need to adjust the temperature, gives you priceless peace of mind.
- Proactive attitude: A good team doesn’t just react; it anticipates your needs.
8. Privacy and confidentiality: the corporate sanctuary
This point is especially critical for any executive, and for growing companies that handle sensitive information. Whether your training is about new business strategy, financial results or confidential customer data, you need guarantees:
- Private and exclusive rooms.
- Professional and discreet environment.
Not all training spaces are the same. Specialised business centres, unlike more open coworking spaces, often offer this level of privacy and confidentiality that the corporate world demands.
9. Value for money, not just price
It is tempting to go for the cheapest option. But beware, cheap can be very expensive. Instead of just looking at the bottom line, look at the value you get:
- Does the price include Wi-Fi, projector, whiteboard and markers?
- Are there hidden costs for cleaning or coffee machine use?
- How much time and stress does an all-inclusive service save you?
A provider like Ibercenter, for example, offers you an all-inclusive package. You rent one of our training rooms in Azca, Gran Vía or Velázquez and you know that you have the latest technology, furniture, reception of attendees and technical support included. It’s a clear value proposition that allows you to budget without surprises and frees you from micromanagement, allowing you to focus 100% on your training.
Pro-Tip: Compare apples to apples. Ask for a full breakdown of what’s included in each quote to assess the real cost and value of each option.
10. The acid test: visit the space!
Last but not least: always, always, ALWAYS, ALWAYS visit the venue before hiring. Photos can be misleading. A visit allows you to:
- Feel the atmosphere of the place.
- Verify the real state of the furniture and technology.
- Measure distances and real accessibility.
- Meet the team that will support you.
If you can’t go yourself, send someone you trust. This visit is the final confirmation that you are making the right decision.
Conclusion: Your training deserves a stage to match.
Choosing the right training venues is much more than renting a room. It’s an investment in your attendees’ experience, in the effectiveness of your communication and in your brand image. It’s the difference between a day that is forgotten on the way out the door and one that inspires, motivates and leaves a lasting impression.
Don’t get caught up in the rush or the first search result. Follow this decalogue, analyse your needs and those of your assistants, look for a partner who understands that their job is to make your life easier.
At Ibercenter, we have been creating these perfect scenarios for years. We understand that each training session is unique and that is why our rooms in the best locations in Madrid are designed to be flexible, professional and technologically impeccable. We offer you the peace of mind of an all-inclusive service so that your only concern is to shine.
Ready to make your next training a resounding success? Discover our training rooms and let us help you build the perfect learning experience.
