Guide · Free PDF guide

Meeting Room Booking Guide

How to size, book and run meeting rooms and conference halls in Raipur — capacity guidance, AV checklist, costing method and etiquette for client meetings.

Who this is for

Sales, HR and admin teams booking rooms regularly

What's inside

Pick the right room

2 to 4 people: huddle room for interviews and internal reviews
6 to 10 people: boardroom for client presentations and negotiations
12 to 20 people: conference hall for training and workshops
20+ people: event space with theatre or classroom seating

Before the meeting

Book at least 30 minutes longer than the agenda
Confirm display, HDMI and wireless casting, plus a backup cable
Test video conferencing audio in the actual room
Share visitor names in advance for gate and reception clearance
Order refreshments with the booking, not on the day
Ask for whiteboard, markers and printed handouts if needed

What drives the cost

Hourly rate by room size and centre
Peak versus off-peak slots
Refreshments, lunch and printing add-ons
Member discount — coworking and cabin clients get lower rates
Monthly credit packages are cheaper than ad-hoc hourly booking

Running a good client meeting

Arrive 15 minutes early and set the room before guests enter
Brief reception on the guest names and the room number
Keep the agenda visible and end on time — the next booking is real
Send notes and next steps the same day

More free resources

All 10 downloads

Office Setup Checklist

Every task between signing and day one

Office Budget Calculator

A complete cost sheet, not just rent

Commercial Lease Checklist

Clauses to read before you sign