What kind of meeting are you organising?
Each format calls for a different room and a different level of logistics.
| Format | Attendees | Length | What it needs |
|---|---|---|---|
| Board meeting | 8 to 20 | Half a day or a full day | Private room, discretion, video conferencing and a served lunch |
| Leadership meeting | 10 to 40 | 1 to 3 days | Room with natural light, breakout rooms and a team dinner |
| Workshop or creative session | 15 to 80 | 1 day | Flexible space, walls to work on, materials and facilitation |
| Seminar or training session | 20 to 200 | 1 or 2 days | Classroom or theatre set-up, reliable AV and breaks on time |
| Company away day | 50 to 300 | 1 day | Plenary, breakouts, lunch and perhaps an informal close |
| Partner or client meeting | 20 to 150 | Half a day | Convenient location, polished presentation and drinks afterwards |
How do we handle a meeting?
- Brief. Objective, number of attendees, dates and alternatives, room set-up, timings and budget.
- Shortlist. We ask the venues that fit for availability using a common brief, so the replies can be compared.
- Proposal within 24 business hours, with two or three options, what each includes and an itemised estimate.
- Booking. We go through the contract, cancellation terms and minimums with you before signing.
- Preparation. AV, menus, badges, materials and, where needed, accommodation and transfers.
- On the day. A member of our team in the room from the moment the first attendee arrives.
The day delegate rate
Many hotels and meeting centres in Madrid work with day delegate packages. They are useful for comparing venues, but it pays to read the small print:
- What is included: main room, basic equipment, coffee breaks, lunch, water and stationery.
- What is usually left out: additional breakout rooms, a technician, video conferencing, extra build hours and dinners.
- Minimums: many rates require a minimum number of attendees. If numbers drop, you may end up paying for empty seats.
- Cancellation and attrition: check by which dates you can reduce numbers without penalty.
Room set-ups: which to choose
| Set-up | What it is for | Bear in mind |
|---|---|---|
| Theatre | Presentations and plenaries | Maximum capacity, minimum interaction |
| Classroom | Training with laptops or note-taking | Takes almost twice the space of theatre-style |
| U-shape | Meetings of 12 to 30 people with discussion | Everyone can see each other and the screen |
| Boardroom | Board and leadership meetings | Formal and close; few seats |
| Cabaret | Workshops with group work | Round tables with one side left open to the stage |
The capacity a room publishes almost always refers to theatre-style. Before booking, we ask for the floor plan with the set-up you will actually use.
Meeting rooms in Madrid
Madrid has meeting rooms in almost every neighbourhood, but some areas concentrate the supply:
- Castellana, Azca and Chamartín. The financial axis, with business hotels such as the NH Collection Eurobuilding and the Meliá Castilla. Practical for leadership meetings and corporate clients.
- Campo de las Naciones. Next to IFEMA and a few minutes from the airport. The Palacio Municipal has 32 rooms for groups of 20 to 350 people.
- Historic centre. Venues with history such as Casa de América, in the Palacio de Linares, or the Círculo de Bellas Artes, for meetings with a different atmosphere.
You will find the full selection under meeting rooms.
Board meetings and leadership meetings
For small, senior groups, detail matters more than size. We take care of privacy in the room and during breaks, punctual service, discreet arrival for executives and the connection with anyone joining remotely. If the meeting runs to two days, we suggest a dinner in a venue with character, such as a room at the Casino de Madrid, and accommodation a few minutes' walk away.
A meeting we have organised in Madrid
In June 2024 we organised a natural cosmetics workshop for Provital, for 75 professionals in a penthouse in central Madrid: talks, hands-on sessions on the latest in the sector, food and time for networking. It is one of the more than 100 corporate events the team has organised in the city. You will find more under case studies.
What we usually advise
- Choose the location based on how attendees arrive. Train, plane or car changes the ideal venue.
- Ask for natural light for long days. The difference in attention is enormous.
- Book one more room than you need for working groups or unexpected calls.
- Do the technical check the day before, especially if there is video conferencing.
- Avoid major trade show weeks unless you need them. See the Madrid trade show calendar 2027.
Have a meeting in the diary? Write to us with dates and numbers and we will send you options within 24 business hours.
