Meeting Room Booking

Meeting room bookings managed through email or a shared calendar give facilities and administrative teams incomplete information to work with. The room gets reserved but nobody knows how many people are attending, what the room setup should be, whether AV equipment is required, or whether catering needs to be arranged. The result is a flurry of follow-up messages in the hours before the meeting — or a room that isn't ready when it needs to be.

The Meeting Room Booking template for SharePoint, built with Infowise Ultimate Forms, gives employees a comprehensive booking request form that captures every detail the facilities team needs to prepare the room properly — from the meeting date and time through to the room configuration, technology requirements, and catering preferences — in a single, structured submission.

How it works

Meeting details and scheduling

The form captures the core scheduling information — the meeting date, start and end times, expected number of attendees, and the purpose or nature of the meeting. This context gives facilities staff and room coordinators the information they need to match the request to the most appropriate available space and ensure the booking is managed appropriately for the type of event.

Room setup requirements

Employees specify the room configuration that best suits their meeting — whether a boardroom layout, theatre style, U-shape, classroom, or another arrangement relevant to the event type. Capturing the setup requirement at the point of booking gives the facilities team adequate lead time to arrange the room correctly before the meeting begins, without requiring a separate conversation or follow-up request.

Audio-visual and technology requirements

The form includes a dedicated section for AV and technology needs — projectors, microphones, video conferencing systems, screens, and any other equipment relevant to the meeting. Specifying these requirements in the booking form ensures that the right equipment is confirmed and prepared in advance, rather than discovered to be missing or unavailable when the meeting is already in progress.

Catering preferences

If catering is required, employees specify their preferences directly within the booking form — the type of service needed, the number of people requiring catering, and any dietary requirements or preferences to be accommodated. Capturing catering requirements alongside the room booking in the same record gives the catering team the information they need without requiring a separate communication channel or coordination process.

A centralized booking record

Every completed booking request is stored as a structured record in a standard SharePoint list. Facilities coordinators have a single, searchable view of all upcoming bookings — filterable by date, room, event type, or any other column — giving full visibility of the room schedule and associated requirements without relying on a separate booking system or shared calendar.

What you get

• A comprehensive meeting room booking form covering date, time, attendees, setup, AV requirements, and catering
• Room setup specification ensuring the space is configured correctly before the meeting begins
• AV and technology requirements captured at booking, confirmed and prepared in advance
• Catering preferences including dietary requirements captured within the same booking record
• Every booking stored as a structured, searchable record in a centralized SharePoint list
• Configurable room options, setup types, and AV equipment to match your organization's facilities
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Meeting Room Booking system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All booking records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.