10 Things to Consider When Booking a Meeting Room

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Booking the right meeting room is crucial to the success of any meeting or event. This article will guide you through ten important aspects to consider when booking a meeting room to ensure your next meeting is both productive and memorable.

1. Size and Capacity

When booking a meeting room, it’s essential to consider the size and capacity of the room. Consider the number of participants carefully – a space that is too small can feel crowded and claustrophobic, which can hinder communication and collaboration. Conversely, too large a space can feel impersonal and inhibit interaction. Ideally, the room should have room for a little extra space to adapt the meeting set-up as needed and room to move around, which can be essential for longer meetings or workshops.

2. Location and Accessibility

The location of the meeting room plays a crucial role. Choose a location that is easily accessible for all participants, whether by car or public transportation. Also consider parking options and any traffic conditions that may affect arrival. It’s also important to think about accessibility for people with special needs – such as wheelchair access and disabled-friendly facilities. A central location can also be beneficial if attendees need to find accommodation or want to explore the area after the meeting.

3. Technical Equipment and Facilities

To ensure a smooth meeting, it’s important to book a meeting room that meets your technical requirements. Modern amenities such as reliable Wi-Fi, state-of-the-art projectors and sound systems are not only necessities, but they also improve presentation quality and attendee engagement. Also check the availability of teleconferencing equipment if remote communication is needed. Remember to test all technical equipment before the meeting to avoid technical issues that could derail your meeting.

4. Comfort and Design

The comfort and design of the meeting room can have a significant impact on how the meeting goes. Ergonomic chairs and table arrangements ensure participant comfort, which is essential for longer meetings. A well-designed meeting room with natural light, pleasant colors and good acoustics can also contribute to a more comfortable and productive atmosphere. Also, consider the aesthetics of the meeting room and how it reflects your company’s image or the purpose of the meeting.

5. Catering and catering

For meetings that last several hours, catering and refreshments are important factors. Booking a meeting room with good catering options can make a big difference. Food and beverages, including coffee, tea, snacks and meals, should be customized to the participants and the time of day. Healthy and nutritious food can keep energy levels high and improve concentration. Also consider any dietary restrictions or allergies among attendees and make sure these needs can be accommodated by the catering service.

6. price and budget

Find a meeting room that fits within your budget if you’re booking a remote meeting room. It’s important to compare prices and services from different providers before you book. Remember that the cheapest venue isn’t always the best choice, especially if it lacks essential amenities or services. Some meeting spaces may offer package deals that include technical equipment, catering and other services, which can often be more cost-effective. Also be aware of hidden costs such as extra charges for AV equipment or Wi-Fi. Doing a detailed comparison can help you ensure you’re getting the most for your money.

7. Flexibility and Layout

The flexibility of a meeting room layout is essential to accommodate different meeting types and attendee numbers. Some meetings require a specific layout, such as classroom for educational sessions, boardroom for formal meetings or theater style for large presentations. It’s important to "book a meeting room" that can adapt to these needs. Check if the room can be rearranged during the meeting if necessary and if there is extra space for group rooms or networking activities. Flexibility in layout ensures the room can support the purpose of the meeting and promote effective communication among participants.

8. Branding and Customization

The ability to customize the meeting room with your company’s branding can be crucial for certain events such as product launches or corporate events. Consider placing banners, signs or using company colors and logos in the room. Some meeting rooms even allow customization of digital screens and projectors to display company presentations or videos. Such customization can amplify your brand’s visibility and make the meeting more personal and engaging for participants.

9. Reviews and References

Before booking a meeting room, it’s wise to check reviews and references. Previous customers’ experiences can provide an in-depth understanding of the venue’s quality, service and overall experience. Read reviews on various platforms, including social media and professional networks. You can also ask the provider for references from previous customers, especially if you’re planning a larger or more complex event.

10. Cancellation Policy and Flexibility

In a world where plans can change quickly, it’s important to "book the room" with a reasonable and flexible cancellation policy. Check the provider’s cancellation and change policy carefully. Some sites offer full refunds up to a certain date, while others may charge fees. It’s also important to understand the terms of any changes in attendance or meeting dates. An understandable and flexible cancellation policy can be essential to avoid unexpected costs in the event of plan changes.


When "booking a meeting room", it’s important to consider a number of factors such as size and capacity, location, technical equipment, comfort, catering options, price, layout flexibility, branding opportunities, credible reviews and a fair cancellation policy. All of these elements play a key role in ensuring your meeting not only meets but exceeds expectations.

In this context, the MyDesk meeting room booking system can be an invaluable resource. MyDesk offers a user-friendly platform that makes it easy to search, compare and book meeting rooms that meet your specific requirements. With an extensive database of meeting rooms spanning different sizes, styles and price ranges, MyDesk can help you find the perfect space to match your needs. The system also makes it easier to manage booking details such as event date, time and specific requirements, saving time and reducing stress in the planning process.

By using MyDesk to book a meeting room, you can benefit from a streamlined and efficient process, ensuring you can focus more on the meeting itself and less on the logistics behind it. Whether it’s for a small, intimate gathering or a large, formal meeting, MyDesk can help you find the ideal meeting space that meets all your requirements.

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Henrik, Jesper og Louise - MyDesk

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