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Conference Room Usage Etiquette and Policy Template

If your office is like most, where employees are regularly booking conference room spaces for meetings, you can benefit from a conference room usage etiquette policy. Customize your office's policy and get company-wide agreement using our free template.

How to know if your company needs a conference room usage policy

Communicating conference room usage etiquette across different departments in the office helps:

  • Enforce rules and guidelines people need to follow when booking conference room spaces.
  • Reduce stolen rooms, interrupted meetings, and no-show meetings.
  • Free up unused rooms.
  • Make it easier to find the ideal conference room.
  • Ensure seating (such as chairs or sofas) and resources aren’t ‘borrowed’ from other conference rooms.
  • Avoid double bookings.

The importance of having conference room use guidelines for your office

Similar to sharing an apartment with roommates, an office and its conference rooms need a common set of ground rules. The sooner these are set, the better off your company and employees will be.

While the process of building a policy takes time based on current employee processes and habits, you need to establish a baseline for how you expect conference rooms to be used, reserved, and serviced. If your office has several different types of rooms based on meeting purpose, include that information in your etiquette policy to ensure all meeting rooms are used as intended. If most conference rooms have tech amenities, it’s necessary to establish policies around how employees should use those, as well as how to report technical issues to management.

Enforcing etiquette policies across different departments in an organization requires quite a bit of work. Once you’ve customized the template and designed a policy, it’s important to take the right steps for change management. We recommend communicating to all employees why conference room etiquette is important, what the expectations are for employees and how the company will monitor the terms in this agreement.

How to customize a conference room usage policy

In this template, you’ll be able to customize:

  • Who needs to abide by conference room usage etiquette.
  • What the meeting organizer’s responsibilities are.
  • What the organization’s conference room maintenance tasks are.
  • How you expect employees to find and reserve conference room spaces.
  • How the company will enforce rules to require check-ins and reduce no-show meetings.
  • When (and how) employees can report issues with conference rooms or conference room usage.
  • How conference room spaces are intended to be used.
  • How equipment in each conference room is intended to be used.
  • What is expected from employees, including providing feedback, reserving conference room spaces, handling conference room equipment and more.
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