Questionnaire
Meeting & booking policy
Which rules apply to bookings — who can do what, how far ahead, with which automatic releases on no-shows? Without policy your fine location tree gets eaten by ghost bookings.
Updated May 18, 2026
Questionnaire · 4.4
Why this now
A beautifully modelled location tree becomes worthless if the usage rules are designed in isolation. “Anyone can book anything on site” works until the head office hits 110% occupancy and nobody understands why the C-suite lost their favourite room. Policy first, configuration second.
What do you deliver?
Booking types
Meeting room, desk, parking — which types and how they differ.
Rules per type
Booking window, maximum duration, recurring policy, check-in, no-show.
Privileges per audience
Everyone, specific departments, executive-only — with rationale.
Conflict & exception policy
Who can override, how do you handle VIP requests.
Key questions
- 1Which booking types do you recognise — meeting room, desk, parking, locker, etc. — and do different rules apply per type?
- 2Booking window — how far ahead can someone book? Does that differ for end users (e.g. 14 days) and assistants (e.g. 12 months)?
- 3Maximum duration per booking — full day, half day, four hours, unlimited? Does this differ per room type?
- 4Recurring meetings — allow, cap (e.g. max 13 weeks), or ban entirely for large rooms?
- 5Check-in — mandatory (otherwise auto-cancel after X minutes), optional or not at all? How can users check in (mobile, kiosk, signage, Outlook response)?
- 6No-show policy — what's the penalty? Auto-cancel, email to booker, escalation on repeat, block on new bookings?
- 7Booking on behalf — who can (executive assistants, reception, anyone), and does the assistant's booking window apply or the actual organiser's?
- 8Privileged spaces — boardroom, executive lounges, client meeting rooms: open to everyone or access list?
- 9Catering and services link — does a booking automatically request a catering form? From how many attendees?
- 10Out-of-office and closed days — public holidays, vacation, planned closures — how managed and communicated?
Template — Rules per booking type
| Type | Audience | Booking window | Max duration | Check-in | No-show | Recurring |
|---|---|---|---|---|---|---|
| Meeting room < 6p | Everyone | 14 days | 4h | Mandatory (10m) | Auto-cancel 15m | Allowed, max 13w |
| Meeting room > 12p | Manager+ | 90 days | Full day | Mandatory (15m) | Auto-cancel 20m + email | Approval required |
| Hot desk | Everyone | 7 days | Full day | Optional | No penalty | Allowed unlimited |
| Boardroom | C-suite + assistants | 12 months | Unlimited | None | N/A | Allowed |
| … | … | … | … | … | … | … |