If you’ve been hunting for an Exton PA conference room, you’ve probably noticed something: most listings make you call for a quote, sign up for a membership, or both. That’s a lot of steps for a two-hour client meeting.
HeadRoom’s West Chester location sits on North Church Street in the middle of downtown, about a 15-minute drive from Exton, and you can book any of its meeting rooms online without being a Resident. Here’s every room, who it fits, and exactly what it costs.
Quick price guide
- Kilimanjaro Conference Room (up to 8): $60 an hour, $200 half day, $380 full day
- Fuji Training Room (up to 18): $100 an hour, $350 half day, $650 full day
- Olympus Boardroom (20 to 24): $500 half day, $1,000 full day
- Denali or Elbrus Office (up to 4): $50 an hour, $400 full day
Prices are for non-members and are current as of November 2026. Half days are four hours. Rates can change, so the booking page always has the final word.
Kilimanjaro Conference Room: best for groups up to 8
Kilimanjaro is the workhorse. It seats eight around moveable table, which makes it the go-to West Chester conference room for team meetings, client pitches, panel interviews, and planning sessions that need a door that actually closes.
- Seats: up to 8
- Price: $60 an hour, $200 for a half day, $380 for a full day
- Setup: 66-inch TV for presenting or streaming, wall-mounted marker board
Because the full-day rate works out to under $50 an hour, it’s a smart pick if your “quick sync” has a habit of turning into an all-day working session.
Fuji Training Room: best for workshops up to 18
Need room for a class or a training session? Fuji is set up classroom style and comfortably seats 18, so everyone faces the front and nobody is craning their neck at the screen.
- Seats: up to 18
- Price: $100 an hour, $350 for a half day, $650 for a full day
- Setup: 85-inch TV and two black glass marker boards
It’s a good fit for onboarding a new cohort, CE courses, lunch-and-learns, and workshops where you want people taking notes rather than staring at each other across a table.
Olympus Boardroom: best for groups of 20 to 24
Olympus is the largest boardroom across all HeadRoom locations, and it’s built for the meetings that matter: board meetings, quarterly planning, client presentations, and off-site retreats for teams who want to get out of their own building for a day.
- Seats: 20 to 24
- Price: $500 for a half day, $1,000 for a full day (Olympus is booked by the half or full day only)
- Setup: U-shaped table with a walkway for presenters, 85-inch TV, in-room beverage fridge with complimentary drinks
The U shape matters more than you’d think. Everyone can see each other and the screen, and whoever is presenting can walk the room instead of hiding behind a laptop at the end of a long table.
Just two to four people?
For a one-on-one, a small interview, or a quiet working session with a colleague, the Denali and Elbrus offices each seat four. Both run $50 an hour or $400 for a full day and come with a 66-inch TV and a marker board.
What’s included with every room
Whichever room you book, the basics are covered:
- High-speed Wi-Fi (the password is posted in every room)
- A private room with a door
- TV with streaming and a marker board
- Free coffee and filtered water
- Kitchen and fridge access
Printing, after-hours access, a mailing address and a private phone number are part of HeadRoom memberships rather than room bookings.
How to book online without a membership
This is the part most people expect to be complicated. It isn’t. HeadRoom’s website lets non-members check availability, pick a room and pay online, with no phone tag and no third-party sign-up.
- Head to the West Chester location page and choose your room
- Pick your date and how long you need it: by the hour, half day or full day
- Pay online and you’ll get a confirmation right away
Prefer talking to a person? Calling, emailing or stopping by works too, and most rooms can be booked on short notice.
Already a Resident? Flexible Plus and Dedicated Residents get the Olympus Boardroom for $250 a day, and Dedicated Residents can put their included conference room hours toward West Chester rooms.
Getting here from Exton, Downingtown and Malvern
West Chester is central to a lot of Chester County, which is exactly why it works as a meeting spot when your attendees are coming from different directions.
- From Exton: roughly 15 minutes. If you were searching for an Exton PA meeting room, this is your closest HeadRoom option.
- From Downingtown: roughly 20 minutes
- From Malvern: roughly 20 to 25 minutes
Bonus: you’re steps from downtown West Chester’s restaurants, so lunch for the group (or drinks after) takes about as much planning as walking downstairs.
Good to know before you book
- Hours: rooms are available Monday through Friday, 8am to 5pm
- Arriving: ring the bell at the door and someone will let you and your guests in. Every room is labeled by name.
- Parking: street parking in downtown West Chester, plus nearby public garages
- Cancelling: cancel 24 or more hours ahead for a full refund. Inside 24 hours, contact HeadRoom directly.
Frequently asked questions
Is there a conference room I can rent by the hour near Exton, PA?
Yes. HeadRoom West Chester is about 15 minutes from Exton and rents its Kilimanjaro Conference Room from $60 an hour and its Fuji Training Room from $100 an hour, no membership required.
What is the largest meeting room at HeadRoom West Chester?
The Olympus Boardroom, which seats 20 to 24 at a U-shaped table. It’s available by the half day ($500) or full day ($1,000).
Do I need to be a member to book a conference room?
No. Anyone can book a room online by the hour, half day or full day.
What is included with a room rental?
Wi-Fi, a TV with streaming, a marker board, free coffee and filtered water, and kitchen access. Printing is not included.
Ready when you are
Got a meeting coming up? Grab a room on the West Chester location page and spend your energy on the agenda instead of the logistics.