Five Meeting Room Booking Mistakes That Cost You the Client
Booking the wrong room is one of the most preventable ways a sales meeting goes sideways. Here's what we see go wrong.
If you've ever booked a meeting room for an investor pitch or a senior-customer review and walked away thinking "the room let us down", you're not alone. Here are five mistakes we see repeatedly — and how to avoid them.
1. Booking the wrong capacity
An 8-seat room for 4 people looks lavish; a 6-seat room for 4 people looks cramped if anyone needs to lean back. For 4 attendees, aim for 6-seat rooms. For 6 attendees, aim for 8. Always leave a one-seat buffer.
2. Ignoring the screen
If you're presenting, a 32-inch screen across a long boardroom won't cut it. Ask the room's screen size and how the laptop connects (HDMI? cast? wired only?). Test once before the meeting.
3. Forgetting the door swing
This sounds trivial, but a meeting room where the door swings into the conference table — or where the latecomer's entry is right next to the projection screen — is a constant low-grade distraction. Visit the room before booking when stakes are high.
4. Underestimating the journey
If your room is in a coworking space with controlled-access lifts, add 5 minutes of buffer to your guest's arrival. Plan to receive them at the reception, not the meeting room.
5. Missing the catering call
Most coworking spaces will arrange tea/coffee/cookies for a small fee with 2 hours' notice. Plan for this. A hosted meeting reads more professional than "can I get you anything?" mid-pitch.
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