Guide: Seamless Meeting Room Booking for Corporate Meetings

Search, find and book meeting rooms that match your needs via 3d floor plans

With our platform, it’s easier than ever to find and book meeting rooms that fit your exact needs. Our innovative 3D floor plans give you a visual representation of each meeting room so you can choose the perfect setting for your next meeting. With just a few clicks, you can reserve the optimal space for your requirements.

All from one place and in a single application.

We’ve made meeting room booking simple and user-friendly. Our platform offers a visual and user-friendly interface that makes it easy to find and book meeting rooms. Best of all, you can manage all your meeting rooms from a single application. We also have the ability to share meeting rooms with others in the same building, promoting collaboration and optimizing the use of resources.

Book mødelokale uden skærm og med QR kode

Meeting room screens or QR code for entrance of the meeting room

We make meeting room booking even more convenient. Our platform allows you to use meeting room screens or QR codes to book the meeting rooms.

Install the MyDesk app on your existing screens or print our QR codes and save the cost of screens. With QR codes, you can scan and book a room directly from your mobile phone – just like you do from screens.

Alternatively, let us install new screens on your premises, we support most types of screens to match the exact design you want.

Order meeting catering from Outlook, Teams or mobile

Management module and mobile app for canteen staff

Integration to financial system and PowerBI

Free module included in the meeting room booking system

Book catering and meeting rooms directly from Outlook

Send us an email or book a meeting

Louise, Henrik og Jesper - MyDesk

In a world where business dynamics are constantly in flux, the ability to effectively organize and run meetings is crucial. A key element in this process is choosing and booking the right meeting space. This guide will explore the best practices and strategies to ensure a seamless booking of meeting rooms for corporate meetings.

Understand the purpose of your meeting

Before you start looking for a meeting room, it’s important to understand the purpose of your meeting. Is it a brainstorming session, a formal presentation or maybe a team building activity? The purpose of the meeting will dictate many of the requirements you have for the room, including size, layout, and technological needs.

Know your target audience

Think about who will attend the meeting. The number of participants, their professional background, and their physical needs are all important factors. For example, if you’re expecting international attendees, a meeting room near transport links or with accommodation options may be ideal.

Location and Availability

The location of the meeting room is crucial. Consider the need for easy access via public transportation, the availability of parking spaces, and proximity to relevant businesses or institutions. Keep in mind that a central location can save time and minimize disruption for participants.

Facilities and Equipment

The right equipment can make a big difference. Make sure the meeting room has the necessary technical equipment, such as projectors, screens, sound systems and reliable Wi-Fi. Also check for basic amenities like air conditioning, lighting and comfortable furniture.

Size and Layout

Choose a room that suits the number of participants. A space that’s too big can feel empty and impersonal, while a space that’s too small can feel claustrophobic. Also think about the layout of the room: should there be tables for group work or is a theater setup better for a presentation?

Booking and Pricing Structure

Once you’ve found a suitable meeting space, the next step is to secure the booking. It’s important to understand the pricing structure – is there an hourly rate, a daily rate, or are special packages offered? Also be aware of cancellation policies and any additional fees.

Catering and break facilities

For longer meetings or workshops, catering is important. Find out if the meeting room offers catering or if you can bring your own food and drinks. Also check for break rooms or areas where attendees can relax and network during breaks.

Test the Technology Before the Meeting

Technology issues can quickly derail a meeting. Arrange with the venue to arrive early to test all the technical equipment. Make sure support is available should any issues arise during the meeting.

Accessibility and Inclusion

Accessibility is an important aspect of any meeting room. Make sure the room is accessible to all participants, including those with physical disabilities. Also consider if there is a need for special facilities, such as sign language or written interpretation.

Feedback and Evaluation

After the meeting, collect feedback from participants about the room and facilities. This will not only help you improve future meetings, but also provide valuable information to the meeting room provider.


Efficient planning and booking of meeting rooms is essential for successful business meetings. By following these steps, you can ensure your meeting not only meets but exceeds expectations. Remember, the perfect meeting room isn’t just about the space – it’s about creating the right atmosphere that promotes productivity, creativity and collaboration.

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Henrik, Jesper og Louise - MyDesk

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Henrik, Jesper og Louise

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