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Meeting Room Reservation Guidelines and Policy Template

If your office experiences abandoned meetings, low RSVP rates, or people can’t tell when rooms are available, you likely need a meeting room reservation policy. Customize a policy using our template and watch as the headaches disappear.

How to know if your company needs a meeting room reservation system or policy

You landed on this page for a reason. Odds are meeting room management is a pain and coworkers constantly fight over the most popular spaces in the office. You need a meeting room reservation policy in place if your office runs into these issues:

  • Abandoned meetings and no-shows
  • Impromptu meetings are impossible due to a lack of insight into what spaces are available
  • Amenities/meeting room layout and meeting type are a constant mismatch
  • Meeting rooms are constantly overbooked
  • Rooms are stolen and meetings interrupted for C-level meetings, interviews, large meetings and more

How to use and customize a meeting room reservation policy

In this template, you’ll find ways to customize:

  • How you expect employees to find and reserve meeting rooms

  • Who is eligible to reserve meeting rooms 

  • When and how to report issues with meeting room amenities

  • How the company will enforce rules to reduce no-show meetings, double booked and stolen meeting rooms and other common meeting room issues.

  • How each meeting room within your office is intended to be used

  • What is expected from the employee, including providing feedback, reserving meeting rooms based on meeting purpose and more.

How to distribute and get your company on board with a meeting room reservation policy

Any adjustments to office processes take solid change management, training and encouragement, especially when it comes to the way people meet and collaborate. Sending a policy to the entire company which outlines why the change is happening, what the company will provide and what’s needed from employees is the first step.

Once you finalize your policy, there are plenty of ways to distribute it. Think of all the communication outlets you and your colleagues use: email, an internal messaging app like Slack and a project management software like JIRA.

Your physical office is another great place to encourage change management. Hang signs about the updated policy on the fridge, inside the elevators and outside of meeting rooms. Make sure execs, team leads and other policy advocates lead by example and remind people of the policy in the early transition days.

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