Best Meeting Room Booking Systems 2025

What are Meeting Room Booking Systems?

Meeting room booking systems reserve conference rooms, workspaces, and other work-related resources. These systems ensure that the necessary facilities are available for meetings and work-related activities while tracking resource utilization.

Meeting room booking systems are used in offices and shared workspaces and include the ability to reserve desks, call areas, and quiet workspaces. The reservation process can be customized with access permissions to create scheduling protocols that prioritize resources for the most important or pressing needs.

These systems are used by businesses and organizations, conference and event management planners, spas and studios, and hospitality providers. Analytics capabilities provide workspace insights that foster cost-effective and efficient resource utilization. Some systems offer additional features such as parking spot reservations and interactive office maps.

Reservations and invitations can be made online or using an app. Integrations with Calendar Software and Email Software promote effective scheduling and communication with meeting attendees and other resource users. Meeting room booking systems often include Visitor Management Software features. They also often support Digital Signage, the electronic displays outside conference rooms that offer timely meeting information and streamline registration and check-ins.

Advances in meeting room booking systems include the use of IoT occupancy sensors to determine resource utilization. If scheduled rooms are booked but are not being utilized, they can be noted as being available, permitting rebooking.

With the pandemic’s impact on the workplace, some vendors have introduced features to address health concerns such as contactless access, distanced seating plans, sanitization protocols, and health questionnaires.

Meeting Room Booking Systems Features

Meeting room booking systems will include many of the following features.

• Reserve conference rooms, workspaces, desks
• Book online or using apps
• Room information and organization, noting equipment, location, and capacity
• Resource utilization tracking and analytics
• Scheduling protocols and permissions
• Office maps
• Automated recurring scheduling
• Registration, check-in, and attendance management
• Contactless access management
• Distanced seating plans
• Health questionnaires
• Sanitization protocols
• Digital signage
• Visitor management
• Parking management
• Room issue reporting
• Integrations with calendar and email software
• IoT occupancy sensors

Meeting Room Booking Systems Comparison

Consider the following when purchasing meeting room booking systems.

Scope: Would it be advantageous to your organization to use products that offer extended features such as visitor management, digital signage, and pandemic-related accommodations?

Integrations: Meeting room booking systems are more efficient when integrated with email and calendar applications. Ensure that your selection readily integrates with your current systems.

Scale: Basic meeting room booking systems are suitable for small businesses and organizations with modest facilities. Enterprise-level organizations with multiple locations and large workforces will benefit from a robust and full-featured meeting room booking system.

Pricing Information

Meeting room booking systems pricing is based on a yearly subscription model for an organization or a monthly subscription model based on the number of users. Basic plans begin at $1,500 a year and range to over $5,000 depending on the features offered. Large-scale enterprises will usually need to obtain a price quote. Monthly plans begin at $2 a month per user and range to over $6 a month. Limited free versions and free trials are available.