7 Unwritten Seminar Room Rules You Probably Ignored

In today’s fast-paced world, it’s easy to forget or sometimes ignore how important it is to be courteous and considerate of others.

So, before you decide to rent seminar room or rent training room, here are some helpful tips for seminar room etiquette.

#1 Book your seminar room in advance.

Booking your seminar room in advance lessens the chances of scrambling just to find a room in a matter of hours.

Otherwise, you’ll end up wasting your time and money on a room that isn’t big enough to accommodate all attendees.

The worse thing is, you’ll have to ask coworkers to move their meetings just because you didn’t plan yours.

#2 Cancel your seminar room at the earliest time possible.

In case your meeting is called off but you’ve already reserved a room, cancelling your reservation will be a courteous thing to do.

Cancellation isn’t the best, but it’s better than keeping the space and letting it go unused.

It’ll free up the space and time for another customer to book should they consider it. So, if you must cancel, do it as soon as possible.

#3 Don’t double book.

Double booking can be accidental or intentional.

Sometimes when we book online, we may not notice that we’ve already selected more than the number of rooms we need or we forgot to untick one of the boxes. So, ensure to double-check to avoid such mistakes.

There are times, however, when we’re uncertain about what time works best for us or our team. Hence, we’re tempted to book another room on a different schedule.

But this action goes against the seminar room etiquette.

Wait to book a room until the details are final, or book a space that works for most and encourage the rest to be flexible with their schedules.

#4 Start and End the Seminar on Time.

Always start the meeting as scheduled, or you’ll make everyone feel like you’re wasting their time.

Derailing from the schedule will make you look unprofessional.

Plan your time well ahead of your meeting to cover all that you want to discuss during the timeframe. 

End on time and leave the space promptly so the next meeting can begin on time as well.

#5 Maintain Cleanliness and Orderliness.

You’ll be surprised by how much you can get done at a meeting. You need to do more than just have a presentation. There can be group activities and that means the materials can spread out across the room.

Not to mention having a snack while in a meeting can be a messy affair, with people trying to eat, get paper products out, and find pens.

Basic meeting room etiquette dictates clearing your space and arranging your chairs after a meeting. Don’t leave trash inside the room.

#6 Keep the door closed.

Everyone in the building doesn’t need to know about the discussion in your meeting. 

It is a common courtesy to close the door to give your meeting privacy and not interrupt other workers.

#7 Proper Timing of Using Phones.

Conference room etiquette includes knowing when to use your phone during the meeting.

If you are the one to initiate, make sure to announce before starting the meeting for everyone to turn off their phones or put them away.

This will reduce distractions and allow for a more focused and effective meeting.


Everyone who books for a meeting room needs to be aware of this seminar room etiquette. 

Whether you’re having an exclusive meeting with your core leaders or a seminar for a selected group, strict observance of these rules is a sign of consideration to others, ensuring all users can utilise the meeting rooms fairly.


If you like this article, you might want to read this article about 6 Things To Consider When Planning A Meal Plan For A Training Or Meeting.