How to Book a Meeting Room: A Step-by-Step Guide

Modern meeting room ready for productive discussions.

Most people leave it too late. The client confirms Thursday, you go looking for somewhere to host them on Wednesday afternoon, and the only room left seats twelve people for a conversation between three. Or worse, the screen does not talk to your laptop and the first ten minutes go on cables.

Booking a room is not complicated. It just rewards a bit of thinking upfront. This guide walks through how to book a meeting room properly, what to check before you pay, and how meeting room bookings work at OUR HQ in Glasgow.

Step 1: Count the people, then stop counting

Room size is where most bookings go wrong, in both directions.

Book something too big and you pay for chairs nobody sits in. Six people in a room built for twelve feels flat, and video calls sound worse because the audio has more space to travel across. Book something too small and you spend an hour with someone's laptop bag on their knees.

Count confirmed attendees. Add one, not four. If two people are a maybe, they are usually a no.

At OUR HQ the three rooms are sized for that reality. Art seats four. Ideas seats six. Records seats eight. Nothing cavernous, nothing where a two-person catch-up echoes.

Step 2: Match the room to the job

A one-to-one appraisal, a client pitch and a full-day training session are three different requirements wearing the same label.

For a private conversation or a quick interview, a small room with a door is enough. For a pitch or a hybrid team call, you want a screen that works first time and audio that picks up everyone at the table, not just whoever sits nearest the laptop. For a workshop, you need wall space, a whiteboard and enough hours in the slot that you are not packing up mid-exercise.

Our three rooms are themed rather than numbered, which makes them easier to describe to visitors. Art is the small one, good for interviews, one-to-ones and client reviews. Ideas sits in the middle at six people, which covers most team meetings and pitches. Records takes eight and doubles as event and workshop space, so it is the one people book when the session runs all day.

Step 3: Choose the time slot, and add a buffer

Meetings run long. Everyone knows this and almost nobody books for it.

Two habits fix it. First, book a slot that ends fifteen minutes after you think you will finish. Second, arrive ten minutes early so you can plug in, test the screen and put the kettle on before anyone walks through the door.

Hourly hire helps here because you are not forced into a half-day minimum for a fifty-minute conversation. At OUR HQ you book by the hour, so a short meeting costs what a short meeting should. Full-day rates apply where it makes sense, and Records is available at a day rate when you need it as an event space.

Step 4: Check the kit before you pay

This is the step people skip, and it is the one that ruins the meeting.

Ask three things. What is on the wall, what does it connect to, and how does the room handle people dialling in?

Every room at OUR HQ has an AV-ready screen, conferencing audio and a whiteboard, on gigabit WiFi. Hybrid meetings are the normal case now rather than the exception, so the rooms are set up for people in the room and people on the call to hear each other properly. There is no separate charge for the equipment and no hunting for an adapter.

Worth checking for your own booking: whether you need a specific cable, whether you are presenting from a phone, and whether anyone joining remotely needs a dial-in rather than a link.

Step 5: Confirm, then tell people where to go

Once the room is booked, send the address, the nearest transport link and the parking situation in the same message as the calendar invite. It saves three phone calls on the morning.

For OUR HQ, that message writes itself. We are on Fairley Street in Ibrox, three minutes' walk from Ibrox Subway, under ten minutes on the Subway from Buchanan Street and Glasgow Queen Street. There is free street parking outside the building, which matters when a client is driving in from outside the city.

How meeting room bookings work at OUR HQ

Three rooms, hourly rates, booked online.

Art holds four people at £15 per hour. Ideas holds six at £21 per hour. Records holds eight at £29 per hour, or £110 for a full day when you are using it as workshop or event space.

You do not need to be a member. Plenty of people who book a conference room here have never used the coworking floor and never intend to. You book the room you need, for the hours you need, and that is the whole transaction. Members book rooms too, and the same rates apply.

That suits a few situations in particular. Remote teams who work from home but need somewhere neutral and quiet once a month. Businesses based outside Glasgow who need a professional room for client visits without renting an office in the city. Trainers and facilitators running a one-off session. Anyone whose home setup is fine for solo work and wrong for a meeting with four other people in it.

Three mistakes worth avoiding

Booking on the day. Availability is finite. If the meeting is fixed, the room should be too.

Assuming the AV will sort itself out. Ten minutes of setup time is cheaper than ten minutes of a client watching you troubleshoot.

Booking a room that flatters the guest list. The room should fit the meeting you are actually having, not the one you hoped to have.

Book a meeting room in Glasgow

If you need a room this week, the three at OUR HQ are bookable online by the hour, with no membership and no long form to fill in. Pick the size, pick the slot, and the screen, the WiFi and the whiteboard are already there.

Have a look at the rooms and check availability at our-hq.com/meeting-rooms, or book a tour if you would rather see the space before you commit.

FAQ

How do I book a meeting room at OUR HQ?

 You book online at our-hq.com/meeting-rooms. Choose one of the three rooms, pick your date and the hours you need, and confirm. There is no membership requirement and no application process.

Do I need to be a member to book a conference room? 

No. Anyone can book a meeting room at OUR HQ by the hour. Membership is a separate thing entirely, and it is not a condition of hiring a room.

How much does it cost to book a meeting room in Glasgow? 

At OUR HQ, rates start at £15 per hour for Art, which seats four. Ideas is £21 per hour for six people. Records is £29 per hour for eight, or £110 for a full day.

How many people can each room hold?

 Art seats four, Ideas seats six and Records seats eight. Records also works as workshop and event space when you need the room for a longer session.

Can I book a meeting room for a full day? 

Yes. Records is available at a full-day rate of £110, which is the usual choice for training days, workshops and events. The other rooms are bookable by the hour for as many consecutive hours as you need.

What equipment is included? 

Every room has an AV-ready screen, conferencing audio for hybrid meetings, a whiteboard and gigabit WiFi. It is included in the hourly rate rather than charged separately.

How far in advance should I make meeting room bookings?

 Book as soon as the meeting is confirmed. There are only three rooms, so popular slots go early, particularly mid-morning and mid-afternoon on weekdays.

Where is OUR HQ and is there parking? 

OUR HQ is on Fairley Street in Ibrox, Glasgow. It is a three-minute walk from Ibrox Subway and under ten minutes by Subway from Buchanan Street and Glasgow Queen Street. There is free street parking outside the building.