Meeting room hire in Hong Kong: what to check, how pricing works, how to book

Work out the headcount and seating layout first, then check the screen, whiteboard, video conferencing and Wi-Fi. If guests are coming from outside, transport and an easy-to-find entrance matter too. On Gatherland you search by date, time and group size, see the total and availability straight away, and pay online.

What should I check before booking a meeting room?

Seating and layout

• Boardroom, classroom or circle seating changes how many people fit.
• The venue page shows a maximum headcount, but whether it is comfortable depends on the layout.
• Workshops need room to move, split into groups and lay out materials.

Screen and display

• Projector or large TV? Is the image big enough for the back row?
• Which connector does it use, and do you need your own adapter?
• Is there a whiteboard, with working markers?
• See meeting rooms with a projector.

Video conferencing

• Remote participants need a camera, microphone and speakers.
• Does the camera cover the whole table, and does the microphone pick up everyone?
• See meeting rooms with video conferencing.

Wi-Fi and power

• Is the Wi-Fi stable enough for everyone at once?
• Is there a socket near every seat?

Soundproofing and privacy

• For sensitive discussions, choose a room with good soundproofing and a door that closes.
• Check for glass walls if you do not want to be seen from outside.

Transport and entry

• How close is the MTR, and is the building easy to find?
• Self check-in or staffed reception? Self check-in venues send entry instructions by email and WhatsApp before the start. Forward them to attendees.

Refreshments and add-ons

• Is tea or coffee available?
• Some venues offer add-ons. If so, they appear during booking and are added to the total when you choose them.

Which room suits which use?

Small meetings and interviews

• A small room is enough. Soundproofing and privacy matter most.
• For interviews, ask whether there is somewhere for candidates to wait.
• See meeting rooms for meetings.

Workshops and training

• You need space to split into groups, ideally with movable tables and chairs.
• A projector, whiteboard and microphone should all be there.
• Include setup and pack-down time in your booking.
• See meeting rooms for workshops.

Company events

• For larger groups, check the venue's maximum and whether there is a refreshment area.
• If outside guests are coming, easy transport and a clear entrance matter.
• See meeting rooms for corporate events.

What to ask the host before booking

• Which connector the projector or TV uses.
• Which video conferencing system is installed, and how to connect a laptop.
• Whether the tables and chairs can be rearranged.
• Whether you can bring in food or takeaway.
• Whether there are whiteboard markers and extension leads, and how you get the Wi-Fi password.

Message the host from the venue page. The conversation stays on the platform.

How should the day run?

How does pricing work?

Meeting rooms usually charge per room per hour. Watch for:

• Weekend rate: Friday to Sunday, public holidays and the day before a public holiday.
• Minimum hours: some rooms set a minimum booking length.
• Add-ons: added to the total if you choose them.

For typical price levels, see the price index. The total in search results is what you pay; there is no booking fee for guests. If several teams or partners are sharing the cost, use the cost splitter.

Practical tips

• Book an extra half hour before the meeting to test the screen and video call. Slots move in 30-minute steps, so you do not need a full extra hour.
• Finish on time to avoid overtime charges.
• If you are still finding a date that suits everyone, send a group date poll first.

How do I book?

1. Go to meeting rooms and choose a district, or use search.
2. Enter the date, start time, duration and group size.
3. Check the equipment, cancellation policy and any deposit.
4. Pay online in full. Instant-book venues confirm straight away; for host-confirms venues, the host has 24 hours to accept.
5. After confirmation you see the exact address and entry arrangements.

For workshops see meeting rooms for workshops. For large or corporate events, use the concierge form.

Meeting rooms you can book now