Booking a meeting room by the hour: a checklist for client meetings

A cafe is fine for a catch-up. It is not the place for a proposal, an interview or a difficult conversation. Booking a meeting room by the hour solves that, as long as you check a few things first.

Before you book

• Seats. Count the people who are coming and add one. A room that is exactly full feels cramped.
• The screen. Ask what the display connects with, and bring your own adapter anyway.
• Video calls. If someone is joining remotely, ask whether the room has a camera and a microphone, or whether you will use a laptop.
• Time. Book fifteen minutes more than you think you need. Meetings start late.
• Refreshments. Ask whether tea, coffee and water are included.
• Cancellation. Know the cut-off for cancelling or moving the booking.

On the day

• Arrive ten minutes early and test the screen with your own laptop.
• Tell reception who you are expecting, by name, so your guests are brought straight in.
• Check the Wi-Fi name and password before your guests ask for it.
• Have a printed copy of anything that must be signed.

Which room for which meeting

A room for four to eight people suits most client meetings and interviews. For a board meeting, a workshop or a session with people on video, take the larger conference room. At Offilounnge the conference room seats 10 to 12, has a video-conferencing kit, and costs ₹200 an hour or ₹800 for the day.

You do not have to be a member

Rooms at Offilounnge can be booked by anyone, by the hour or by the day. If you are meeting someone from Kapra, ECIL or Sainikpuri, it is usually closer for both of you than a hotel lobby in the city centre.