Meeting Room Services: Catering, Equipment and Layout
Clearooms’ room services module lets you configure exactly what a meeting room comes with when it’s booked. Catering, tech setup, room layout, special requirements: all attached to the booking, all visible to the facilities and catering teams who need to know. It’s the difference between booking a room and booking a room that’s ready when you arrive.
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Catering, room layout, tech and special requirements
The room services module lets you attach any type of service or requirement to a meeting room booking. Coffee for eight. Video conferencing set up for a hybrid call. Room laid out theatre-style. Dietary requirements captured for a lunch. Whatever a specific meeting needs, you configure it once as a service and employees can add it to their bookings from then on.
Every service you set up is fully under your control. Requests route to the right people automatically: catering to catering, tech to IT, layout to facilities. No email threads, no missed requirements, and no meeting host wondering whether the coffee is turning up.
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Room Services
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Quick and easy setup
Add new services in a few clicks and they’re instantly available for employees to select at the point of booking. No developer time, no ticket to raise with IT. Facilities teams can configure the module themselves and update it whenever offerings change.
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Cater to every taste
From standard tea and coffee through to full catered lunches, the module supports any catering configuration. Add dietary requirements, headcounts, and delivery timings at the point of booking, and the request routes directly to your catering team or supplier.
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Editable room plans
Offer alternative layouts for any given room: boardroom, theatre, cabaret, U-shape, or a bespoke arrangement. Employees select the layout they need at the point of booking, and facilities know exactly how the room should be set up before the meeting starts.
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Tech configuration for every meeting
Different meetings need different tech. Video conferencing for hybrid calls, extra microphones for larger sessions, presenter clickers for pitches, screens for demos. Tech options can be configured per room and selected per booking, with requests sent to your IT team automatically.
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Special requirements captured at booking
A free-text field lets employees add specific requirements to their booking: accessibility needs, quiet room preferences, additional whiteboards, whatever the meeting requires. Facilities teams see the notes in the booking record rather than in a separate email.
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Integrates with your existing catering, FM and costings structures
The module fits alongside your existing suppliers, cost centres, and facilities processes. Costs can be attributed to the correct department. Requests can be routed to internal teams or external providers. The way your organisation already works doesn’t need to change.
When is a meeting room not a meeting room?
The room services module supports custom room configurations, so the same physical space can be used for different purposes throughout the week. A meeting room on Tuesday might be a training room on Wednesday, a workshop space on Thursday, and a client presentation room on Friday. Each configuration can be set up as its own service, with the appropriate layout, tech and catering options attached.
Room service requests are emailed automatically to whoever needs to know about the set-up: catering, IT, facilities, or reception. So whether it’s a pitch, a pilates class, or a partner offsite, the right people know it’s happening and what needs to be ready.
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Room services FAQs
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What are meeting room services?
Meeting room services are the extras that get attached to a meeting room booking beyond the room itself: catering, tech setup, room layout, and any special requirements. In Clearooms, the room services module lets facilities and admin teams configure what services are available for each room and lets employees select them when they book.
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Can I add catering to a Clearooms meeting room booking?
Yes. Catering options are set up as services within the module and can be selected at the point of booking. Requests route directly to your catering team or external supplier with the details of who’s attending, when, and any dietary requirements.
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Can I configure different room layouts for the same room?
Yes. The room services module supports multiple layouts per room, so the same space can be used differently across the week. Employees choose the layout they need when booking, and facilities know exactly how to set up the room before the meeting starts.
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Does room services support tech and equipment requests?
Yes. Tech configurations can be attached to rooms as services: video conferencing, extra screens, microphones, or specific presenter equipment. Requests route to IT automatically, so meetings don’t start with someone hunting for an HDMI cable.
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Does the room services module integrate with our existing catering supplier or FM system?
Yes. The module is designed to work alongside existing suppliers, cost centres, and facilities processes rather than replacing them. Requests can route to internal teams, external providers, or a mix, depending on how your organisation is set up.